Navigating Concur for Employee Training
Discover how to navigate the new user interface in Concur for employee development and training. Learn about submitting travel and payment card expenses, important deadlines, and marking unallowable expenses. Access helpful resources and contact information for assistance.
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Concur Employee Development & Training
Concur Navigating The New UX Beginning 10/1/22 the new user interface was rolled out Only a visual change no functional changes Fields are more spaced out Buttons are in different places Currently no visual changes to: Making Travel reservations (airfare, car rentals, and hotels) Back office review of submitted expense reports Contact Corporate Travel Planners (CTP) for booking- related issues (additional fees may apply) please call 866-901-3377, or you can email TAMUtravel@ctp-travel.com AgriLifeResearch.tamu.edu 2
Concur Help AgriLifeResearch.tamu.edu 3
Concur Training https://it.tamus.edu/concur/training/ AgriLifeResearch.tamu.edu 4
Concur Help AgriLifeResearch.tamu.edu 5
When do Travel expenses need to be submitted? Travel expense reports should be submitted within 30 days of the travel end date. Applies to out of pocket and agency issued travel card transactions If not submitted within 90 days of the travel end date: Agency issued travel card will be immediately suspended until expense report is submitted and approved Expenses become tax reportable income to the employee and a tax withholding form (AG-517) must be attached to the expense report. AgriLifeResearch.tamu.edu 6
When do Payment Card expenses need to be submitted? Payment expense reports should be submitted within 30 days of the transaction date. Payment card will be suspended until all outstanding expense reports are submitted and approved if not submitted within 45 days of the transaction date. Repeat violations could result in 3-month suspension or permanent account closure. AgriLifeResearch.tamu.edu 7
Marking Expenses Unallowable If a travel or payment card purchase includes an unallowable charge (such as Texas sales tax), and the cardholder is in the process of receiving a refund from the vendor, the unallowable charge should NOT be marked Unallowable in Concur. Pending vendor refunds to the agency card must be added to an expense report using the same expense type object code and account as the original charge Only mark an expense Unallowable when the cardholder is prepared to have the charge deducted from the reimbursement or be invoiced to pay back the agency for the unallowable expense. AgriLifeResearch.tamu.edu 8
Payment Card Issues State funds Required State documentation Legible vendor Invoice Itemized, detailed description of goods or services Delivery date Purchase Order (AG-610) or vendor order confirmation If providing the AG-610: Must be itemized, descriptive Order date must be correct Vendor name included Quantity of each item purchased Unit price of goods purchased Shipping/freight cost AgriLifeResearch.tamu.edu 9
Citibank Account Closures Whenever employment ends, please notify us ASAP to close any open travel/pcard accounts The same webform used to request credit limit increases can be used for closures: https://it-lf-ecmf.tamu.edu/Forms/Credit-Increase- Decrease-Card-Cancellation If an employee has both cards, one form can be submitted for both using the Add Another Card feature AgriLifeResearch.tamu.edu 10
Coming soon Concur Itinerary Tool A recent State audit determination found the current report header detail is not sufficient. State requires very detailed listing including specific departure and arrival dates/times at all destination duty points during travel. Concur s built-in itinerary tool will provide the necessary details when entered by the traveler. Goal minimizing impact to the traveler while providing the greatest benefit to the agency. AgriLifeResearch.tamu.edu 11
Coming soon Concur Itinerary Tool AgriLifeResearch.tamu.edu 12
Coming soon Concur Itinerary Tool AgriLifeResearch.tamu.edu 13
Coming soon Concur Itinerary Tool AgriLifeResearch.tamu.edu 14
Coming soon Concur Itinerary Tool AgriLifeResearch.tamu.edu 15
Travel & Payment Card Lost or Stolen cards Immediately contact Citibank (800-248-4553) Contact your dept/unit business manager Contact the AgriLife Travel & Payment Card office Fraudulent transactions must be disputed with Citibank within 60 days General questions, to obtain/cancel cards, file disputes or if card is declined contact your dept/unit business manager or the AgriLife Travel & Payment Card office. AgriLifeResearch.tamu.edu 16
Contacts Travel & Payment Card https://agrilifeas.tamu.edu/fiscal/travel/resources/ Jay.Avila@ag.tamu.edu Jason.Engledow@ag.tamu.edu Jennifer.Owen@ag.tamu.edu Kyleigh.Tykal@ag.tamu.edu Rhonda.Nolan@ag.tamu.edu 979-314-5680 979-314-5682 979-314-5688 979-314-5691 979-314-5686 Guidelines for the Disbursement of Funds http://agrilifeas.tamu.edu/documents/guidelines-disb- funds.pdf AgriLifeResearch.tamu.edu 17
