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.
Concur Travel & Expense Report Training (TEE101) is strongly encouraged for all SMTD employees completing their own expense reports.
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:
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.
SSC will create & update reports upon request using SSC standards, University SPG, and unit-specific policies.
Cash advances will only be provided to support SMTD requested and authorized business travel. Please refer to SMTD Travel Expenses for further information.
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.
Final approver must be person in a higher level position of authority who is able to determine appropriateness and reasonableness of expenses.
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:
Send back expense report to employee for correction if it contains any incomplete or incorrect items.
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:
The Unit Liaison will review the Concur reports to:
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:
These reports are reviewed to validate the following:
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:
These reports are reviewed to:
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