Concur Expense will be configured as a single sign-on application and DuckID credentials will be used to access the system from the Concur.uoregon.edu URL.

PCards are assigned to PCard custodians by PCS. If no card data or reports are present on the user's profile, this usually indicates that the card assignment has not occurred. Contact PCS for details.

It is understood that many departments have different processes relative to PCard and many of these processes involve multiple hands touching a report. These process flows should be handled with delegate functionality or approval functionality.

Users may assign delegates for expense processing to others. This will allow the delegate to log in to their own user profile and access the reports of another when they have been assigned as a delegate.

If you are unsure how to leverage delegate functionality, or approvals to manage your departmental PCard process, please contact PCS and they will assist you in designing that workflow process.

Go to the Profile settings by clicking "Profile" in the upper right corner of the Concur window. Select "Expense Delegates" from Profile Options. On the Expense Delegate screen, the user may:

• add or delete delegates
• assign the roles that each delegate may perform and when relevant
• set the timeframe in which the delegate assignment will be active

NOTE: The delegate may be assigned role access only if they possess the role that is being assigned and the role access may not be further partitioned. Meaning that approvers may not delegate their approver access to non-approvers and if expense preparation is granted to a user, the delegate cannot be restricted on the basis of a particular card, or other criteria.

Concur reports can and should be worked on a daily or weekly basis as transactions post from the bank, but the report cannot be submitted for approval until three days following the end of the statement cycle. This allows late transactions to pass through to Concur and should prevent the need for two reports.

Reports that are in submitted status cannot be altered by the report preparer or the report approver. Should changes be needed, the report should be returned to the preparer to make said changes.

Concur expense reports generate Banner JV's via the interface after the PCard statement report has been approved by all approvers. The Banner JV will post summarized data by account and index with a doc ref # that is the last 8 characters of the report ID and line item descriptions that reflect the entire report name.

Concur becomes the system of record for PCard transactions. Should there be a need to research items relative to a Banner PCard JV, those details should be researched in Concur by either going to the specific report or using the Cognos reporting tool provided by Concur.

If the description is short, the "tracking information" field associated with the transaction line can be used, as this field won't be changed after the report is submitted and it houses up to 64 characters. If the business description cannot fit into 64 characters, something should be typed up, saved as an image file and attached to the relative line item.

The incoming bank transactions can be itemized to reflect the itemized purchase, or itemized in summary of the transaction to the relative account codes. Itemization (assignment of account codes) should always precede allocation (assignment of budget).

Select the checkbox associated with all line items, or itemized lines that will be budgeted for with the same index breakout and select "allocate the selected expenses". The user can then allocate by percentage or dollar amount to the desired indices.

Yes. Index and account code is required. The Index can be altered by selecting the relevant activity or location, but Index is required. Should the user have an expense being charged for which there is no index, the index should be requested by working with your budget analyst. You can learn more at Budget & Resource Planning and search the chart of accounts.

Outside Concur, the processes do not change. The PCard custodian should contact PCS and the bank so a new card can be issued. Within Concur, the fraudulent charge should be coded to the designated fraud account: A3105. When the credit comes in from the bank (usually the following statement period), the credit should be directed to the same account code A3105.

Credits will come across in the card feed like any other transaction. Credits should be mapped to the same index and account code for which the original charge was posted. The debit and credit will offset in accounting and assure that the budgets are correctly recorded.

If you have Concur Travel-related questions you will want to reach out to the UO Travel Office, 541-346-3100.

Email PCS or call 6-2419