SECTION:
SECTION: Procurement
SUBJECT: Employee Travel & Expense System (Concur) – Process Documentation
APPLIES TO: University Travel and Expense Management System (Concur) Users
NOTE: Changes for FY2013 are identified in red text
Concur Travel & Expense System Overview
The university’s travel and expense management system (Concur) is used for tracking and reconciling employee business travel, business hosting, P-Card (travel and non-travel), and reimbursable out-of-pocket expenses. It can also be used to make travel arrangements (book airfare, hotel accommodations, car rental).
Concur Travel & Expense System Process
|Activity |Responsibility |Reference/Comments |
|KEY ROLES/PROFILE SET-UP | | |
|All university faculty and staff with an active, regular | |Employees must do the following tasks: |
|appointment have access to Concur. Temporary staff paid through | |update their Concur profiles |
|the university payroll system have access to create expense | |define their delegates (if applicable) |
|reports in Concur, but they do not have access to approve expense | |define their default approver (if unit uses a default |
|reports. | |approver) |
| | |review and submit their own expense reports |
| | |create their own cash advance request (if unit allows cash|
| | |advances) |
|The following positions (if any) are authorized to be delegates in|[insert appropriate |Delegates cannot do the following tasks: |
|the Concur Travel & Expense System within the [insert name of |person/position/titles and who |submit expense reports on behalf of employee |
|school/college/unit/department]: |they are a delegate for] |create a cash advance request on behalf of the employee |
| |or See Appendix A (appendix may |approve expense reports they helped prepare |
| |be useful for larger | |
| |departments/units or where a | |
| |multi-level approval process is | |
| |in place) | |
|The following positions are authorized to be expense approvers |[insert appropriate |Final approver should be person in a higher level position|
|and/or cash advance approvers in the Concur Travel & Expense |person/position/titles and who’s |of authority who is able to determine appropriateness and |
|System within the [insert name of school/college/unit/department]:|expense reports they are |reasonableness of expenses. If person in the higher level |
| |responsible to approve ] or See|position of authority cannot serve as the final approver, |
| |Appendix A |s/he should delegate the role in writing using the |
| | |Authorization by Signature form. |
|The [insert name of school/college/unit/ department] has | | |
|established the following approval process: [insert methodology | | |
|for approval process (i.e. all expense reports are first routed to| | |
|Administrative Assistant who reviews and approves and then | | |
|forwards on to the appropriate Supervisor for review and final | | |
|approval)] and has instructed employees to set up their profile | | |
|accordingly. | | |
|Ensure default profile information is accurate/appropriate for all|[insert appropriate | |
|users by [insert methodology for checking users’ default profile |person/position/titles] | |
|information (i.e. periodically reviewing Employee Profile report | | |
|in Business Objects)] | | |
|TRAINING | | |
|Completion of the optional online training course is encouraged |Employees and Delegates |The MyLINC course number for the Concur Travel & Expense |
|for all Concur delegates and employees completing their own | |Report Training course is TEE101 and can be found at: |
|expense reports. | |
| | |ActDetails.asp?UserMode=0&ActivityId=29825 |
|All employees approving expense reports (including those doing |Approvers |The MyLINC course number for the Concur Approver Training |
|“first level” approval) must complete the online approver training| |course is TEE102 and can be found at: |
|course annually (and before approving any expense reports). | |
| | |ActDetails.asp?UserMode=0&ActivityId=31543 |
| | |Each time an expense report is approved, the approver |
| | |attests to successfully completing online training within |
| | |the past 12 months. |
|CASH ADVANCE REQUEST/APPROVAL | | |
|Complete the Cash Advance Name, Amount, and Comment fields and |Employee |When employee submits request, they attest to submit an |
|click Submit. Concur will notify approver via system-generated | |expense report to reconcile the cash advance within 45 |
|email that they need to approve a cash advance. | |days of travel end date or the date of event and recognize|
| | |non compliance is subject to payroll deduction. |
| | |Travel advances and P-Card ATM withdrawals cannot be used |
| | |to pay per diem expenses. |
| | |Travel advance requests cannot be routed in Concur for |
| | |multiple unit approvals. |
| | |For step-by-step instructions on completing a cash/travel |
| | |advance request and specifics on what has to be typed in |
| | |the fields, see the “Request a Cash Advance in Concur” |
| | |procedure on the Concur Training and Resources page. |
|Review the details of the cash advance and ensure the three |Cash/Travel Advance Approver |Once approved at unit level, request is sent to |
|required fields are appropriate including: | |Procurement Services for final review. Notification will |
|Cash Advance Name should be the Travel Return Date or Event Date | |be sent when advance is issued or denied. |
|and the Business purpose for travel/event | |For step-by-step instructions on approving a cash advance |
|The Amount should be a minimum of $300 | |as well as required fields guidelines, see the “Approve a |
|Comment should be Travel or Event Date(s) and Destination or | |Cash Advance Request in Concur” procedure on the Concur |
|Location | |Training and Resources page. |
|If appropriate, click the Approve button. | | |
|If you do not want to approve the request, click the Reject button| |NOTE: Cash advances are only issued for business travel |
|and include the reason for the rejection in the Comments field. | |and/or hosting events. |
|EXPENSE REPORT SUBMITTAL | | |
|Create an expense report and ensure the following: |Employee and/or Delegate |For step-by-step instructions on creating an expense |
|Cash advance has been applied (if applicable); employee receiving | |report for 1) out of pocket expenses 2) P-Card |
|cash advance has agreed to submit an expense report to reconcile | |transactions and/or 3) business travel and/or business |
|the cash advance within 45 days of travel end date or the date of | |hosting expenses, see the “Create a Concur Expense Report”|
|event non compliance is subject to payroll deduction | |documents on the Concur Training and Resources page. |
|Report is grouped in a logical manner (i.e. by trip, hosting | |See “Expense Report Data Entry – Key Field Standards” |
|event, P-Card cycle) consistent with Concur Best Practices | |document on the Concur Training and Resources page for |
|Report includes appropriate description of business purpose and | |guidance on how to complete the fields in Concur |
|justification in the Business Purpose field consistent with Concur| |For step-by-step instructions on how to include receipts, |
|Best Practices | |see the “Attach/Fax Concur Receipts” document on the |
|"Department reference" field is utilized where necessary to | |Concur Training and Resources page. |
|connect expenses across reports [insert description of how field | |See the “Employee Expense Record Retention” document on |
|is utilized in unit] | |the Concur Resources page of the Procurement website for |
|Report includes receipts where necessary (originals are | |guidance on maintaining/destroying receipts. |
|maintained/destroyed consistent with SPG 507.10-1 Section III-B). | |See the “Expense – Account Map” document on the Concur |
|[insert unit’s process on maintaining/ destroying receipts] | |Resources page of the Procurement website for a listing of|
|“Yellow flag” notifications are corrected or a comment added to | |valid expense types and account numbers. |
|explain the exception ( if an informational message is displayed, | | |
|these do not require any action) | | |
|ShortCodes/funding sources are accurate | | |
|Expenses are appropriate for reimbursement processing through the | | |
|employee travel and expense system (Concur) (i.e. moving expenses | | |
|should be submitted through PeoplePay) | | |
|Report is submitted to the appropriate approver(s) (approval | | |
|workflow) according to the unit defined approval process above | | |
|If Delegate prepared report, notify Employee that report is ready |Delegate | |
|to be submitted. | | |
|If Delegate prepared report, review to ensure report and approval |Employee | |
|workflow are accurate. | | |
|Submit expense report on a timely basis consistent with SPG timing|Employee |Users must submit their own expense reports, delegates |
|requirements to allow the approver sufficient time to review and | |cannot submit on their behalf. |
|approve. | |When an employee leaves the university, ensure all P-card |
| | |expenses have been submitted (see Termination of Employee |
| | |process documentation). If employee has already left, |
| | |contact Procurement Services for further assistance. Out |
| | |of pocket expenses cannot be submitted through Concur once|
| | |the employee leaves. Reimbursement of out of pocket |
| | |expenses, if necessary, must be completed on a “paper” |
| | |expense report/non PO voucher and sent to A/P. |
| | |For step-by-step instructions on submitting an expense |
| | |report, see “Submit a Concur Expense Report – Prepared by |
| | |Your Delegate” on the Concur Training and Resources page. |
| | |See “P-Card Cycle for Concur” document on the Concur |
| | |Resources page of the Procurement website for guidance on |
| | |when p-card expenses should be submitted. |
|If expense report is returned for correction (or not approved |Employee |For step-by-step instructions on how to resubmit a report |
|within 7 calendar days) update and resubmit the report. | |that has been returned, see “Submit a Concur Expense |
| | |Report – Correct and Resubmit” on the Concur Training and |
| | |Resources page. |
|EXPENSE REPORT APPROVAL | | |
|Review the report within 7 days and ensure it is consistent with |Approver |Individuals should not be approving their own expense |
|University guidelines, including: | |reports or their own expenses on another user’s expense |
|verifying any outstanding advance has been applied (if | |report. For example, a Director should not be approving |
|applicable); employee receiving cash advance agreed to submit an | |their travel expenses charged on their secretary’s P-card.|
|expense report to reconcile the cash advance within 45 days of | |Delegates should not approve expense reports that they |
|travel end date or the date of event; non compliance is subject to| |have helped prepare. |
|payroll deduction | | |
|business appropriateness of the expenditure and reasonableness of | |For step-by-step instructions on how to approve an expense|
|the amount | |report, see “Approving Concur Expense Reports” on the |
|availability of funds | |Concur Training and Resources page. |
|compliance with funding agency regulations and University | | |
|procurement, reimbursement, and P-Card policies | | |
|completeness and accuracy of documentation | | |
|compliance with Policy on Indirect Cost Recover Excluded (ICRX) | | |
|Expenditures | | |
|correct funding sources are charged | | |
|where P-card or personal funds were used it was the appropriate | | |
|buying mechanism and other methods such as Internal Service Units,| | |
|University Contracts, or Purchase Orders would not have been more | | |
|appropriate. | | |
|Send back expense report to employee for correction if it contains|Approver |All reports returned to employees for corrections require |
|any incomplete or incorrect items. | |a comment entered by the approver. Be as specific as |
| | |possible, so employees know what steps they need to take |
| | |to correct the report prior to returning it for a second |
| | |approval. |
|Once reviewed and approved route expense report to additional |Approver | |
|approver (if necessary). | | |
|MONITORING & OVERSIGHT | | |
|Review the Concur reports delivered by Procurement Services (via |Department Manager [insert |The reports include: |
|email to the Dept Manager) to: |appropriate person/position] |Outstanding P-Card Transactions – a list of outstanding |
|monitor and address potential inappropriate activity | |transactions on P-Cards held by unit employees |
|manage your business processes for P-Card reconciliation | |Expense Exception Analysis – a list of expense line |
|provide timely travel and business expense reporting | |exceptions and comments that generated a “yellow flag” |
|supplement the reports available in the data warehouse | |alert |
|Note: Reports are only sent if they contain activity | |Unsubmitted Expense Reports – expense reports created by |
| | |unit employees, but not yet submitted. |
| | |See “Procurement Services Delivered Concur Reporting” |
| | |reference document on the Concur Training and Resources |
| | |page for more information regarding these reports. |
|Review the Concur related administrative reports (in Business |Administrator [insert appropriate|Reports are located in Business Objects at: |
|Objects) to validate: |person/position] |Publice Folders ( UM-Maintained ( Financials ( FN06 |
|that users’ profiles and roles are appropriate | |Procurement |
|expense reports were approved by the appropriate individuals | |The title of the reports are: |
|expense reports with transactions marked as personal are correct | |FN06 Procurement T&E Workflow Audit |
|Note: The “Workflow Audit” and “Approved Expenses” reports can be | |FN06 Procurement T&E Employee Profile |
|reviewed when needed. These reports provide additional details not| |FN06 Procurement T&E Employee Roles |
|included in the “Travel & Expense Approver” management oversight | |FN06 Procurement T&E Approved Expense Reports |
|report. | |FN06 Procurement T&E P-Card Transaction Personal Expense |
| | |Adjustment |
| | |See “Concur Data Warehouse Reporting” reference document |
| | |on the Concur Training and Resources page for more |
| | |information regarding these reports. |
|Review the Concur related Internal Control Management Oversight |Administrator [insert appropriate|Reports are located in Business Objects and can be |
|reports to: |person/position] |accessed through M-Reports (under the Internal Controls |
|ensure individuals approving expense reports/cash advances are | |menu in the Compliance tab) or through Business Objects |
|appropriate | |at: |
|monitor the number of reports/advance an individual is approving | |Public Folders ( UM-Maintained ( Financials ( FN06 |
|each month | |Procurement |
|verify individuals approving have completed the appropriate | |The title of the reports are: |
|training | |FN06 Procurement Travel & Expense Approver Report by |
|monitor and compare employees spending patterns | |EmplID, DeptID or DeptGrp |
| | |FN06 Procurement Travel & Expense Spend Report by EmplID, |
| | |DeptID or DeptGrp |
Other related information:
Key Contacts:
• Policy
o Procurement Services (734) 764-8212, option1 or procurement.services@umich.edu (travel and expense, procurement, general)
o Procurement Services (734) 764-8212, option 2 or purchcard@umich.edu travelexpense@umich.edu (P-Card)
o
• Concur System Navigation
o ITS Help Desk
734-764-HELP (4357) itsadminhelpdesk@umich.edu
Related Standard Practice Guides:
• See SPG 507.1, Procurement Services, for procurement and P-Card related policies and procedures.
• See SPG 507.10-1, Travel and Business Hosting Expense Policies and Procedures, for information on university business travel and hosting policies.
Record of Revisions:
|Date of Issue |Description of Change |Page(s) |Approved By |
| | |Affected | |
|1/20/2011 |Original template created |All |[insert name] |
|12/19/2011 |Updates made for FY2012 Certification |2-8 | |
|12/13/2012 |Update made for FY2013 Certification |1-5; 10 | |
| | | | |
| | | | |
Document Owner: [insert name], [insert title]
Administrative Owner: [insert name], [insert title]
Appendix A
|Concur Users and/or Department |Authorized Delegate (if applicable)|1st Level Approver (if applicable) |Authorized FINAL Approver |
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