travelnews: ACTION REQUIRED: Assigning Lodge Card and One Card expenses

Fri Jul 13 12:20:51 PDT 2018

Good Morning -

Congratulations on a fine job in our Fiscal Year End cleanup project for unassigned credit card charges.  You have reduced the number of unassigned expenses from 2500 transactions down to about 1650.

Please see the attached file to identify if you or your department's travelers have an expense that needs to be assigned to a Concur Expense report.  The second attachment for Lodge Card expenses is for guests or that came in unnamed.  Please let me know if these belong to you so we can assign them to your profile.

See below for instructions to create your Concur Expense report.  Call if you need assistance:

Laurie 6-3158
Brooke 6-3445
Teri 6-0393
Sandy  6-0812

[cid:D409AF7E-A065-4B03-9E7F-72A60DB7E5EF]
Laurie Jacoby
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158

From: Laurie Jacoby
Sent: Tuesday, July 10, 2018 5:11 PM
To: 'travelnews at lists.uoregon.edu' <travelnews at lists.uoregon.edu>
Subject: ACTION REQUIRED: Assigning Lodge Card and One Card expenses

To All UO Concur users:

Lodge Card (airfare expenses) and One Card Expenses must be assigned to Expense reports by July 16 in preparation of fiscal year end accrual entry (see attachment from UO Accounting). Once assigned to an expense report UO accounting can determine which expenses need to be accrued to FY18.

To view your list of Available Expenses, log in to Concur and navigate to Expense. Find list of Available Expenses.  Lodge card (air expenses) are purple credit card icon.  One Card (corporate travel card) expenses are blue  credit card icons.  (Sample of what may appear in Available Expenses)

[cid:image007.png at 01D4186E.E2AB66E0]

Preparing the Expense report:

*         Individual traveler:

o   Click on Request in the black navigation bar at the top of the Concur home page to see list of Active Requests.

o   On the far right side in the Action column, click on Expense to start the expense report.

o   Review the header information and revise as needed.  Please be sure to include a detailed business purpose explaining why you traveled and what you did.

o   Create the itineraries if there will be lodging or per diem expenses.

o   Click on Import Expenses to see the available expenses that need to be assigned to reports.

o   Click the check box beside the relevant items.

o   Click the Move button.  Add receipts to each line item by clicking on "Attach Receipt".*

o   Add any additional expenses.  If all the other expenses were already reimbursed, please note this in the business purpose to save time in processing.  In the future remember that the air is combined into one reimbursement for the entire trip.

o   Submit if the travel is complete. Otherwise this report provides a landing spot for incoming receipt for this trip and is submitted when travel is complete.

*         Group/Event travel - Air expenses for a group or event may be reconciled by creating one Concur Group Expense report.  All tickets associated with the group/event are processed on one report.

o   Use this option if no other expenses will be reimbursed to the traveler(s).

o   Group/Event - Create a report either from the Request (see above) or clicking on Expense in the black navigation bar at the top of the Concur home screen and then Create New Report.

o   Select either Guest policy or UO policy depending on your travelers.

o   Review the header information including a detailed business purpose explaining the nature of the travel and the business benefit to the UO. Click Next.

o   In this case, no hotels or meals will be reimbursed so you can click past the GSA itinerary tables.

o   When you get to the list of Expenses, click Import Expenses.

o   Click the box to the left of the desired expense (or if all lines are to be assigned, the box at the top to Select All)

o   Click the "Move" button.

o   Add receipts to each line item by clicking on "Attach Receipt".*

o   If all travelers were booked on one passenger name record (PNR) as a group, the group receipt can be uploaded using the "Receipts" button under the Report Name.

*A note about receipts: Required itemized receipts for all expenses per IRS and UO Travel policy must include the itemization.  All One Card expenses require itemized receipts.  Lodge card transactions must show traveler name, 11 digit ticket number, amount of the transaction and detailed itinerary.  The credit card feed does not always provide the itinerary information. Please be prepared to upload the itemized receipt to the Expense report.  Your receipts may be found in the following ways:

o   Itinerary print out from the "Trip Library" or "Upcoming Trips" tab in Concur Travel

[cid:image003.png at 01D4182C.A2542C40]

o   PNR link from the Segments tab in Request

[cid:image004.png at 01D4182C.A2542C40]

o   Activate E-receipts in the traveler profile

[cid:image005.png at 01D4182C.A2542C40]

o   Email receipt from the TMC

Need Help?  Please contact the travel office or drop by one of our bi-weekly drop in work sessions for assistance.  See work session dates:  https://ba.uoregon.edu/content/travel

[cid:D409AF7E-A065-4B03-9E7F-72A60DB7E5EF]
Laurie Jacoby
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158

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