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Concur Policy

Concur Travel & Expense System

The objective of utilizing the Concur Travel & Expense System is to track and reconcile employee business travel, business hosting, PCard (travel and non-travel), and reimburse out-of-pocket expenses. It can also be used to make travel arrangements (book airfare, hotel accommodations, car rental).

SMTD's preferred method of expense-report creation is to utilize the Shared Services Center (SSC). The process is simple and many SSC staff members are dedicated to helping you create an accurate report. Please contact the Business Office directly if you have any questions.

Employee Training

Concur Travel & Expense Report Training (TEE101) is strongly encouraged for all SMTD employees completing their own expense reports.

Employee Key Roles & Profile Set-up

All University faculty and staff with an active, regular appointment have access to Concur. Also, temporary staff paid through the University payroll system have access to create expense reports.

Employees must do the following:

  1. Set-up/update their Concur profiles. See instructions in MyLinc, search for "Concur Profile." You will see helpful guides for your travel profile and expense profile. Be sure to set up your default shortcode. It should be the shortcode for an account that you manage. If this default shortcode differs from an individual expense line's shortcode, you are able to apply a different shortcode on individual expense lines.
  2. Define their delegates (if applicable). See instructions in MyLinc for the Concur Travel Profile to set up a delegate (assistant).
    • Authorized delegates cannot submit expense reports on behalf of an employee.
    • Authorized delegates cannot create a cash advance request on behalf of an employee.
    • Once an authorized delegate submits an expense report, it is the employee's responsibility to go in and submit the report for processing.
  3. Default approvers are pre-assigned by the Business Office. If your department requires an additional approver, you have the option to add an approver when you submit your expense report.
  4. Review and submit their own expense reports. (See SMTD's travel expenses policy for submission deadlines.)
  5. Create their own cash advance request. (See SMTD's travel expenses policy for cash-advance guidelines.)

Allowable Indirect Cost Recovery Excluded (ICRX) Expenditures: what can and can't be charged on a fund. Please see the University of Michigan Policy on ICRX for additional information.

How to Submit a Request to Shared Services
  • Email expensereports@umich.edu.
    • Include: shortcode(s), business purpose, receipts & supporting documentation (like emails authorizing use of someone else's shortcode).
    • You can also call 615-2000, prompt 4, or 764-8212, prompt 2 for assistance.
  • Email Subject: Note "P-Card" and/or "Reimbursement", the employee's uniqname and a unique report identifier (e.g. April 2015, 2015 Concur Conference, etc.).
  • P-Card Expenses: Email information & receipts as expenses are incurred or, at a minimum, prior to the 8th business day before the end of the month.
  • Returned/Sent Back Expense Reports: If you would like the SSC's help correcting the report, send your request to expensereports@umich.edu.
  • Wait for an email from the SSC stating that your report is ready to submit.
    • NOTE: If a delegate/SSC staff assists in preparing expense report, the employee is still responsible for the above items.
  • Log onto Concur and review your report.
    • Ensure cash advance has been applied (if applicable). See SMTD's travel expenses policy for cash-advance guidelines.
    • Ensure shortcode accuracy and required authorization emails are included.
    • Ensure that all of SSC's questions have been answered or adjustments have been made.
    • Submit your report for approval.

    Shared Services Center Standards

    SSC will create & update reports upon request using SSC standards, University SPG, and unit-specific policies.

    • Reimbursement Reports: As soon as the report is completed, employee will be notified.
    • PCard Reports: Report is created, and added-to throughout the month.
      • One per month, per employee (generally).
      • Notification to the employee to submit the report for approval is sent around the 8th business day prior to the month end.
    • If additional information is needed for an expense report, SSC staff will follow up with the original requester, or noted contact person.

    Additional Information

    • Report Name Standard
      • Type (HST, PC, REI, TVL), Date, Purpose
        • HST (Hosting)
        • PC (P-Card)
        • REI (Reimbursement)
        • TVL (Travel)
      • P-Card Reports: SSC will use the month (e.g. 10/2015) instead of a date.
      • If there are multiple purposes, we will use the employee's last name rather than the purpose.
    • Business Purpose Standard (Note: field limited to 30 characters)
      • Expenses incurred for the submitter of the report: Why, Where, When, Who, What
      • Expenses incurred on behalf of another person: Why, Who, Where, When, What
        • Why: What makes the expense necessary, reasonable and appropriate?
        • Where: City?
        • When: Date of event or last date of travel.
        • Who: First initial and last name.
        • What: What was purchased or occurred (e.g., travel to attend conference, recruitment trip, etc.)?
      • The SSC will use a delimiter between each new piece of information; or let the text run together and capitalize each new piece of information.
    • Department Reference Standard
      • Overflow space for the business purpose field; yet still important to the integrity of the report.
      • Utilized unless the department has a specific policy on what can be contained in this field.

    Tips to Expedite Service

    • If you put a receipt in the Concur Receipt Store, the SSC will not know it's there unless you email ExpenseReports@umich.edu. Copy ExpenseReports@umich.edu on all emails to receipts@concur.com. Be sure to include the shortcode and business purpose in the email or on the receipt.
    • Receipt dates, amounts, names and locations must be visible and legible. Do not tape over information; do not highlight information on thermal receipts.
    • If you email receipts related to the same report in separate emails . . .
      • If you know how many receipts you will be sending, include in the content of the first email, for example, "I will be sending 10 receipts for the 2015 Concur conference expense report. Receipt 1/10." Then include in subsequent emails, "2/10," "3/10" . . .
      • When you finish sending receipts related to the report, include in the content of the last email, for example, "This is the last receipt I will send for the 2015 Concur conference expense report."
    • The SSC uses ServiceLink, a case management application, to manage service requests. When a customer sends an email to ExpenseReports@umich.edu, he/she receives an automated email response with a case number.
      • It is useful to reply to your original email with additional information about the same report. This will keep all elements of the exchange in a single email conversation/thread for you, and it will keep all elements of the exchange in a single case for the SSC.
      • When sending a new report request, do not reply to an old case email.
      • Under no circumstance should you ever email a service request directly to a specific SSC T&E staff member. Doing so delays service because the request will need to be forwarded to ExpenseReports@umich.edu before being worked. If the staff member is out of the office, the request may not be forwarded until the staff member returns.

     

How to Create Your Own Request
  1. See the "Create a Concur Expense Report" documents on the Concur Training and Resources page for step-by-step instructions on creating your own expense report for:
    • Out of pocket expenses.
    • PCard transactions.
    • Business travel and/or business hosting expenses.
  2. Review report to ensure the following:
    • Expenses are appropriate for reimbursement processing through the employee travel and expense system (SPG 507.10-1).
    • Cash advance has been applied (if applicable). See SMTDs travel expenses for cash advance guidelines.
    • Report includes appropriate description of business purpose and justification in the Business Purpose field consistent with Concur Best Practices.
    • Report includes itemized receipts (originals are maintained/destroyed consistent with SPG 507.10-1 Section III-B).
      • If receipts are not itemized, add a comment explaining and detailing what was purchased. Be sure to comment whether alcohol was purchased.
      • If receipts are missing, your expense may not be reimbursed. Please add a comment explaining why the receipt is missing and detail what was purchased. Be sure to comment whether alcohol was purchased.
    • "Flag" notifications are corrected or a comment added to explain the exception (if an informational message is displayed, these do not require any action).
    • ShortCodes/funding sources are accurate.
    • For expense reports including multiple shortcodes that you do not own, appropriate approver(s) from each department must be added to the approval workflow.
      • An email from the shortcode owner giving authorization to use their shortcode can also be added as an attachment in lieu of including additional approvers in the approval workflow.
  3. Submitting your report:
    • If your report was prepared by your delegate, see "Submit a Concur Expense Report Prepared by Your Delegate" on the Concur Training and Resources page.
    • Please note for extended leaves of absence that out of pocket expenses cannot be submitted through Concur once the employee leaves.
    • Hit submit and watch for emails showing approvals and the final one that shows "Extracted for Payment".

 

Cash Advance Request/Approval

Cash advances will only be provided to support SMTD requested and authorized business travel. Please refer to SMTD Travel Expenses for further information.

  • Complete the Cash Advance Name, Amount, and Comment fields and click Submit.
    • Cash Advance Name should be the Travel Return Date or Event Date and the Business purpose for travel/event.
    • The Amount should be a minimum of $300.
    • Comment should be Travel or Event Date(s) and Destination or Location.
    • 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.
  • When employee submits a request Concur will notify approver via system generated email.
    • Upon submitting a request the employee attests to submit an expense report to reconcile the cash advance within 30 days of travel end date or the date of event.
      • Non-compliance is subject to payroll deduction.
    • Travel advances and PCard ATM withdrawals cannot be used to pay per diem expenses.
    • Travel advance requests cannot be routed in Concur for multiple unit approvals.
  • Please note: If expense report is returned for correction (or not approved within 7 calendar days) update and resubmit the report.

 

Authorized Expense and/or Cash Approvers

Only designated Business Office Coordinator(s) in the SMTD are Authorized Expense and/or Cash Approvers. All approvers are setup to default by user so there is no action needed in order to add these approvers.

By Department Tier 1

  • Administrative/Dance: Megan McClure
  • Ensembles: Tony Arterberry
  • Music Academic Departments/Theatre/MMB: Jeanette Bierkamp

By Department Tier 2/Final

Final approver must be person in a higher level position of authority who is able to determine appropriateness and reasonableness of expenses.

  • SMTD: Michelle Pnacek (Final Approver up to $10K)
  • Uprod: Jeffrey Kuras (Final Approver up to $10K)
  • >$10K: Christian Rafidi (Final Approver)

Key Roles: Authorized Expense Approvers and/or Cash Advance

  • Training
    • All authorized expense approvers, prior to approving expense reports, must successfully complete the online approver training course in MyLinc TEE102.
    • Every three years thereafter, approvers must complete the refresher course TEE103 but have the option to take TEE102 again instead of TEE 103.
    • Every time an expense report is approved, the approver attests to successfully completing online training in compliance with university requirement.
  • Cash Advance/1st Tier Approver
    • Cash Advance Name should be the Travel Return Date or Event Date and the Business purpose for travel/event.
    • The Amount should be a minimum of $300.
    • Comment should be Travel or Event Date(s) and Destination or Location.
    • If you do not want to approve the request, click the Reject button and include the reason for the rejection in the Comments field.
    • Review the report for compliance to SPGs, UM procedures, and SMTD policies
    • Approve which sends the report to the next Approver.
  • 2nd Tier/Final Approver
    • Is in a higher level position of authority.
    • If person in the higher level position of authority cannot serve as the final approver, s/he should delegate the role in writing using the Authorization by Signature form.
    • Determines appropriateness and reasonableness of expenses.

Expense Report Approval

Individuals should not be approving their own expense reports or their own expenses on another user's expense report. For example, a Director should not be approving their travel expenses charged on their assistant's PCard. Delegates should not approve expense reports that they have helped prepare. There must always be a separation of duties between those creating reports and those approving them.

For step-by-step instructions on how to approve an expense report, see "Approving Concur Expense Reports" on the Concur Training and Resources page.

The Approver may assign the Expense Reviewer role to another employee to assist with review; however, this role is only intended to provide assistance to the Approver and does not relieve the Approver of his/her authorization and responsibility for the expense approval.

The Approver must review the report within 7 days and ensure it is consistent with University and SMTD guidelines, including:

  • Business appropriateness of the expenditure; reasonableness of the amount; it does not contain split transactions.
  • Where PCard or personal funds were used it was the appropriate buying mechanism and other methods such as Internal Service Providers, University Contracts, or Purchase Orders would not have been more appropriate.
  • All required receipts per SPG 507.10-1 are included.
  • Verifying any outstanding advance has been applied (if applicable); employee receiving cash advance agreed to submit an expense report to reconcile the cash advance in a given amount of days following the travel end date or the date of the event. Please refer to SMTD Travel Expenses for further information. Non-compliance is subject to payroll deduction.
  • Availability of funds.
  • Compliance with funding agency regulations and University procurement, reimbursement, and PCard policies.
  • Completeness and accuracy of documentation.
  • Compliance with Policy on Indirect Cost Recover Excluded (ICRX) Expenditures.
  • Correct shortcodes are charged.
    • Email authorization attached as backup for shortcodes not managed by the user.
    • Or that the audit trail shows the shortcode owner has approved the report.
  • Employee has not submitted more than 2 expense reports per month.
  • All out-of-pocket receipt dates match the transaction date in the system.
  • When an employee leaves the University, ensure all PCard expenses have been submitted.
  • 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 Accounts Payable (A/P).

Rejecting an Expense Report

Send back expense report to employee for correction if it contains any incomplete or incorrect items.

  • All reports returned to employees for corrections require a comment entered by the approver/expense reviewer.
  • 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 (if necessary).

 

Monitoring & Oversight

Procurement Services will email Concur reports to the Unit Liaison, CAO Christian Rafidi, if they contain activity. See Procurement Services Delivered Concur Reporting reference document on the Concur Training and Resources page for more information regarding these reports.

The Reports include:

  • Outstanding PCard Transactions: a list of outstanding transactions on PCards held by unit employees.
  • Expense Exception Analysis: a list of expense line exceptions and comments that generated a ?flag? alert.
  • Unsubmitted Expense Reports: expense reports created by unit employees, but not yet submitted.
  • Cash Advance Activity: a list of all cash advance requests, denied/approved requests, issued/outstanding requests.

The Unit Liaison will review the Concur reports to:

  • Monitor and address potential inappropriate activity.
  • Manage your business processes for PCard reconciliation.
  • Provide timely travel and business expense reporting.
  • Supplement the reports available in the data warehouse.
  • Monitor cash advance activity.

Periodically, the CAO, Christian Rafidi and/or Financial Manager, Michelle Pnacek will review the Concur related Administrative reports located in Business Objects at UM-Maintained to Financials to FN06 Procurement. See "Concur Data Warehouse Reporting" reference document on the Concur Training and Resources page for more information regarding these reports.

The title of the reports are:

  • FN06 Procurement T&E Workflow Audit Report.
  • FN06 Procurement T&E Employee Profile.
  • FN06 Procurement T&E Employee Roles.
  • FN06 Procurement T&E Approved Expense Reports.
  • FN06 Procurement T&E PCard Transaction Personal Expense Adjustments.

These reports are reviewed to validate the following:

  • That users? profiles and roles are appropriate.
  • Expense reports were approved by the appropriate individuals.
  • Expense reports with transactions marked as personal are correct.

Note: The "Workflow Audit" and "Approved Expense" reports can be reviewed when needed. These reports provide additional details not included in the "Travel & Expense Approver" management oversight report.

The Financial Manager will review the Concur related Internal Control Management Oversight reports located in Business Objects and can be accessed through M-Reports (under the Internal Controls menu in the Compliance tab) or through Business Objects at UM-Maintained to Financials to FN06 Procurement.

The title of the reports are:

  • FN06 Procurement Travel & Expense Approver Report by EmplID, DeptID or DeptGrp.
  • FN06 Procurement Travel & Expense Spend Report by EmplID, DeptID or DeptGrp.
    • Note: For T&E Spend Report required parameters include: Appt Dept Grp - "Unit" (example "School of Dentistry"), Funding DeptID "*" (asterick), and Funding Dept Grp Descr - "School of XX" (example "School of Dentistry").
    • Review the Procurement Spend Report periodically for Concur spend analysis including summary by vendor, account, etc.
    • Report can be found under the MGMT REPORTS tab of M-Reports.

These reports are reviewed to:

  • Monitor and compare employee spending.
  • Ensure correct Dept ID.
  • Identify potentially missing or unexpected expense report.

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