Wharton Executive Education Concur Expense Presentation

Report
YESTERDAY
TODAY
Penn Travel Websites
One integrated TEM website
What is TEM?
Integrated Travel & Expense Management
system with three components:
Concur Travel Tool
(through World Travel)
Concur Travel Tool for travel booking,
approval, and fulfillment
Concur Expense
Management
Concur Expense Management for expense
report submission and approval
Concur Pay
Concur Pay for travel
payment/reimbursement
All T&E expenses for faculty, staff and students will be processed electronically through the TEM System. Reimbursement
will be handled by Concur via direct payment to credit card provider and direct deposit to employee (or Paycard).
Guest Travel: Air travel can be booked using the Concur Travel Tool for guests such as consultants, speakers, visiting
faculty, and faculty or admissions recruits, with the expense being charged directly to the university. Reimbursement for
their other travel expenses incurred by guests will continue to be a manual process, as it is today.
PREPARER  TRAVELER  DEFAULT REVIEWER  FINANCE APPROVER HLA (SUPPLEMENTAL)
(AND, IF NEEDED) MAUREEN MCGINNESS (OLD C-5 RULES)
The following changes will be in effect Monday, July 22, 2013 for approvals within
Concur Expense:
• Your profile has been pre-loaded with your supervisor as the first approver
on all expenses (fulfilling the Default Reviewer role); this person will
always need to route your expense reimbursement to the next approver in
the flow
• The HLA (or supplemental approver) is the next person in the flow and will
need to be selected by the Default Reviewer; this approver (generally) should
be the director of the program tied to the expense; can also be your manager’s
supervisor or Kim (in cases where expenses are not tied to a program)!
Finance to the Rescue!
Sam/Gloria can help route the report should you get “stuck” on next steps
Executive Education Approval Hierarchy Flow
Traveler or
Delegate
(Preparer)
YOU
SHOULD
ENTER
YOUR OWN
EXPENSE
REPORT
UNLESS
SOMEONE
HAS DONE
IT FOR YOU
BEFORE
Enter
Report
Traveler
YOU MUST
SUBMIT
Submit (or
Approve)
Report
DEFAULT
REVIEWER
YOUR
SUPERVISOR
Will need to
assign
SUPPLEMENTAL
APPROVER (or
to appropriate
person) when
necessary
BA/TAC
Cost Object
Approver
GLORIA
CHAPMAN
*AUTOMATICALLY
PROMPTED*
Supplemental
Approver (HLA)
PROGRAM
DIRECTOR
OR
YOUR
SUPERVISOR’S
DIRECT REPORT
OR
KIM RIDLEY
User Added Approver
School Level HLA
Maureen McGinness for
Old C5 Check boxes
How should I Book Travel?
• Multiple Methods
• Best Practices
Web Booking
Tools
Orbitz, Travelocity, Expedia . . .
Direct Vendor
Contact
US Air, Delta, Air China . . .
Hilton, Marriott, Westin . . .
Enterprise, National, Avis, Budget . . .
TMCs
Penn Preferred
Travel Management Companies
(also known as Travel Agencies)
Travel Tips and Booking
•
•
Use Concur on-line or World Travel to book your air, hotel, rental car to automatically get Penn
negotiated rates.
Book airfare with Concur on-line or World Travel to have it automatically charged to a central
university account (BTA) – it does not go on an expense report.
–
•
•
•
•
•
Concierge Service is not “built in” with ProTravel and Premier Travel
Use the Penn Travel Card for hotel, rental car, trains, meals . . . to reduce out-of-pocket expenses
and simplify payment. Transaction feeds into Concur, drag onto an expense report, and upon
approval of the expense report, I will pay the credit card on your behalf. (Yes – you still need
receipts)
Activate eReceipts in your Concur profile (available as an option on the first day)
Always carry your ID, passport, visa, and reservation documents on your person, not in your
checked baggage (put a folded copy in your luggage)
If you are traveling internationally, register with GAR and check if you need a “visa” or shots.
Keep World Travel’s 24/7 phone number handy while traveling (Sam has the cards!)
Why TMCs, Why WORLD TRAVEL?
• Our negotiated rates with airlines, hotels, rental cars are pre-loaded into
their booking system – no need for codes
• Airfare is charged to Penn directly , not to an individual’s T&E or
personal credit card
• Low price guarantee
• Option of direct agent booking or using the Concur online booking tool
which is fully supported by World Travel
• QC process on every ticket booked
• Management of outstanding tickets available for rebooking
• Where are my Travelers? Duty of Care
• Access to data for future negotiation of better rates with the airlines,
hotels, rental car agencies and other travel vendors
International Travel
Passport
Credit Card
Acceptance
Visa
Currency
exchange rates
Global registry
International SOS
New Bank of America VISA Credit Card
 Chip-n-pin technology for international travel
 Full integration into electronic expense
reporting
 Penn branded
 Sarah Grady or Maureen McGinness should
be selected as the “Approver” for all Bank of
America applications, not Business
Administrator.
AMEX Card Changes
 While we strongly encourage users to convert to the BOA Travel
Card, the American Express card will still be active for users but
MUST have charges imported into Concur so that they can be
paid directly by the University on behalf of the user.
 American Express cardholders who wish to keep their cards for
special reasons may do so by notifying the Travel Card
Administration at [email protected] to have card
transactions integrated with Concur.
 A waiver form must be signed to authorize Penn to import
charges from AMEX, pay the card on traveler’s behalf, and utilize
payroll deduction for payment of card balances that are more
than 120 days past due.
Travel Card Offering
Card Program Feature
Current
Upon Rollout
American
Express
Bank of America
Visa
*American Express
Individually Billed
Yes
Yes
Yes
Direct Pay to Credit Card
Company for Approved Charges
No
Yes
Yes
Fee for Standard Card
$0
$0
$0
BA Approval Required
No
Yes
Yes
Penn Logo Card
No
Yes
No
“Chip and Pin” Card Availability
to International Travelers
No
Yes
No
Yes
$90 fee to cardholder
No
*Yes
$90 fee to
cardholder
Card Provider
Rewards Offered
*Grandfathered option to existing cardholders; new cards offered only as an approved exception
One Place . . . One Log In
 TEM powered by Concur
Concur Travel + Expense
A fully integrated solution
Concur Travel
Concur Expense
Concur Pay
Online Booking Tool
Air, Car, Hotel
Fulfilled by
World Travel
Electronic
Expense Reporting
Approvals
Status Checks
Reimbursement to
direct deposit account
or pay card
Key Features & Benefits
• Single Sign-on: PennKey authentication
• Electronic submission, review, approval, and payment of expense reports
• Delegates
• Business rules and daily currency exchange rates built in
• Easy access to report status information
• Integration with Penn-sponsored travel card
• Transaction feed
• Payment
• Receipts submitted as scanned images or photos, or by fax
• Mobile application available
• Online booking of travel
• Expense report creation and mobile device receipt images
• Approval of expense reports
DELEGATES
•
•
•
Assigned during initial setup, or by the user to perform tasks on their behalf – such
as creating an expense report.
Cannot Submit an expense report for someone else.
The person who Submits the expense report (hits the button) is the person who
will receive the reimbursement.
• Delegate
– Logs in normally using PennKey authentication
– Selects a name from the drop down “You are administering for:____”
– Starts an expense report by completing the report header
– Enters the first expense transaction. IMPORTANT: Look at top right corner.
• If there is a “Submit” button
you are not acting as a delegate.
• If there is a “Notify”, you are acting as a delegate. Proceed with the expense report.
Setting Expense Delegates in Your Concur Profile
The email notifications occur – for Expense Delegates (not related to approvers):
• Upon extraction for payment (this occurs when all approvals have been completed)
• Upon payment
• If an expense report is rejected by an default reviewer or any approver.
• If Penn Travel Card transactions have been sitting in an unsubmitted state for over 30/60/90 days (This is a reminder to put
them on an expense report and submit them, so that they can be approved and then paid on their behalf)
The email notifications occur – for Expense Delegates (related to approvers):
• When an expense report has entered the approvers queue, waiting to be approved
• Note: a person must be an approver somewhere in the system in order to be able to be selected as a delegate approver for
someone else
Receipts
•
•
Which one is a detailed receipt?
–
The one on the far right!
–
For a hotel
• Hotel night is listed
• Tax is listed
• Internet is listed
• Individual meals are listed
• The movie rental is listed
Why are both meal receipts needed?
–
–
–
•
Detailed shows # meals vs. # people
Detailed will show alcohol
Credit card receipt shows tip
Per Diems – generally not allowable
–
only in extreme cases where receipts are not available
–
Remember to use the photo/picture receipt option and
the option to have e-receipts active!
•
What if I don’t have a receipt?
–
Lost Receipt Affidavit
•
–
Cannot be done by Delegate
Plus full expense explanation in expense
line item comment field
Sales Tax
•
The Penn Travel Card or personal funds should only be used for expenses incurred while traveling or entertaining
on behalf of the University. It is important to utilize the appropriate purchasing methods and to use a purchase
order or the P-card whenever possible to ensure the University is not being charged sales tax unnecessarily.
•
All purchases made using the Penn Travel Card or personal funds will be charged sales tax. If an individual
purchases commodities with personal funds or the Penn Travel Card that the University would be able to purchase
through the appropriate purchasing method tax-free, they will be responsible for paying the sales tax portion of
the purchase themselves. In these cases, the tax portion of the expense should be marked with the "NonReimbursable" Concur Expense Type and the traveler should remit this portion of the payment directly to Bank
of America.
•
With the exemption of essential items purchased while traveling on University business (e.g. a traveler purchasing
a laptop battery if theirs dies), tax should NOT be reimbursed on the following Concur Expense Types:
–
–
–
–
–
–
–
–
–
–
Allowable Dues/Memberships
Books
Computer Software and Accessories
Dues
Duplicating
Meeting Room Rentals
Miscellaneous
Office Supplies
Research Supplies
Subscriptions
Travel Advances:
 CHANGE: Immediate cash through the cashier – GONE
 All Travel Advances requested through Concur Expense
 Upon return from trip, file an expense report and apply the
advance to it.
Flow of Expense Reimbursement:
Create.…Submit….Approve….Payment Prepared….Payment Received
DEMO
How will non-employees be reimbursed for travel expenses?
Once live in Concur, the Wharton T&E
website will be redesigned to accommodate
non-employee travel expenses!
• The process will remain the same for
preparing and approving forms as you
have done in the past.
• Non-Employee travelers will have to
provide a signed cover sheet (Whartonprovided or the travelers owned signed
summary)
• Step 3 (payee approval) will appear as a
verification that the preparer is attaching
a signed signature document:
• Coming in August: Access to functionality
for accommodating reimbursements for
faculty, staff and students will be
deactivated
Helpful Hints & Announcements
•
BOA card activation code = First four digits of your Penn ID + your zip code (i.e. 100719454)
•
There are default credit limits on the BOA card. If a traveler needs their limit increased, they
can email [email protected] with appropriate justification and approval from
F&A.
•
There is a form in development to give Unique Advantage personnel the ability to prepare
travel reimbursements on behalf of others.
•
If using more than one “Travel Type” on a given expense reimbursement, use the farthest
type at the header line (i.e. if both internal and domestic, use international at the header
line)
–
Can adjust the “Travel Type” on the individual expense lines to allocate the expense to the
appropriate object codes.
Next Steps
• Try it out!
• Ask questions??
Questions?
Wharton TEM
Sam Frenkel
Sarah Grady
[email protected]
Penn Travel Services
Hilary Easley
Ron Cartieri
[email protected]
215-898-9662
World Travel
For booking travel
24/7 Emergencies
[email protected]
888-641-9112 (same number)

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