YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management...

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YESTERDAY TODA Y

Transcript of YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management...

Page 1: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

YESTERDAY

TODAY

Page 2: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

What is TEM?

Concur Travel Tool (through World Travel)

Concur Expense Management

Concur Pay

Integrated Travel & Expense Management system with three components:

Concur Travel Tool for travel booking, approval, and fulfillment

Concur Expense Management for expense report submission and approval

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.

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Penn Travel Websites

One integrated TEM website

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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. • 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.• 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• If you will be renting a car in the next 3 years – take Fundamentals of Driver Safety Course in

Knowledge Link to protect yourself and your budget. • Keep World Travel’s 24/7 phone number handy while traveling

Quick look at Booking Travel Online

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How should I Book Travel? • Multiple Methods• Best Practices

Web Booking Tools

Orbitz, Travelocity, Expedia . . .

Direct VendorContact

US Air, Delta, Air China . . . Hilton, Marriott, Westin . . .Enterprise, National, Avis, Budget . . .

TMCs Penn PreferredTravel Management Companies (also known as Travel Agencies)

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• Where are my Travelers? Duty of Care

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

• Option of direct agent booking or using the Concur online booking tool which is fully supported by World Travel

• Low price guarantee

• QC process on every ticket booked

• Management of outstanding tickets available for rebooking

• Access to data for future negotiation of better rates with the airlines, hotels, rental car agencies and other travel vendors

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International Travel

Global registry

International SOS

Currency exchange rates

Passport

VisaCredit Card Acceptance

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Coming Soon with launch of TEMNew Bank of America VISA Credit Card

Chip-n-pin technology for international travel Full integration into electronic expense

reportingPenn branded Sarah Grady or Maureen McGinness should

be selected as the “Approver” for all Bank of America applications, not Business Administrator.

Page 9: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

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.

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Travel Card OfferingCard Program Feature Current Upon Rollout

Card Provider AmericanExpress

Bank of AmericaVisa

*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

Rewards Offered Yes$90 fee to cardholder

No *Yes$90 fee to cardholder

*Grandfathered option to existing cardholders; new cards offered only as an approved exception

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One Place . . . One Log In

Concur TravelOnline Booking Tool

Air, Car, HotelFulfilled by World Travel

Concur ExpenseElectronic Expense

ReportingApprovals

Status Checks

Concur PayReimbursement to direct deposit account

or pay card

Concur Travel + ExpenseA fully integrated solution

TEM powered by Concur

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• 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

Key Features & Benefits

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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.

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Setting Expense Delegates in Your Concur Profile

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

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)

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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

• 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

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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 "Non-Reimbursable" 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

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DEMO

Flow of Expense Reimbursement:

Create.…Submit….Approve….Payment Prepared….Payment Received

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.

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Wharton’s Approval Flow

Traveler

Submit (or

Approve)Report

DEFAULT REVIEWER

Preparer/ Admin Person

Will need to assign

SUPPLEMENTAL APPROVER

(or to appropriate

person) when necessary

BA/TAC Cost Object Approver

Traveler or

Delegate(Prepare

r)

Enter Report

User Added Approver - School Level HLA

(Maureen) for Old C5 Check boxes

*AUTOMATICALLY PROMPTED*

Supplemental Approver (HLA)

if>=$500 for allName selected

from “pick list”User Added

Approver ALL STAFF HLA

(< $500)Or Use Checkbox on Report Header

User Added Approver -Total Expense Dollar Amount >$15,000 –

select Victoria McManus

These roles can

select/confirm the User Added

Approvers!

Multiple User Added Approvers may be necessary based on role of Traveler and/or Business Purpose

Page 19: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

Wharton’s Approval Flow

Traveler

DEFAULT REVIEWE

R

CAN BE BA/TAC

BA/TAC Cost Object Approver

Supplemental Approver

HLA

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What is the Expense Report Approval Process?

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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 (Wharton-provided or the travelers owned signed summary)

• Step 3 (payee approval) will appear as a verification that the preparer is attaching a signed signature document:

• Access to functionality for accommodating reimbursements for faculty, staff and students will be inactive

How will non-employees be reimbursed for travel expenses?

Thoughts on the form??

Page 22: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

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.

• If you prepare reimbursements for faculty or staff in other departments, you need to be set up as a delegate for those individuals.

• For expenses related to Faculty-Student Meals, please use “070-0744-1-010703-1524-Faculty Member’s CREF” as the budget code, so the expenses will be routed to Victoria McManus for approval.

• 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.

Page 23: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

Next Steps

• Try it out!

• Ask questions??

• Interest in further trainings and/or brown bags?

Page 24: YESTERDAY TODAY. What is TEM? Concur Travel Tool (through World Travel) Concur Expense Management Concur Pay Integrated Travel & Expense Management system.

Questions?Wharton TEM Sam Frenkel

Sarah [email protected]

Penn Travel Services Hilary EasleyRon Cartieri

[email protected]

World Travel For booking travel24/7 Emergencies

[email protected] (same number)