Financial Services Drop In Session 92524

LIVE RECORDING OF DROP-IN SESSION

CONCUR

What is the process to become a Concur user and or Administrator for my Department?

Here are screen steps to logging from your CSUF portal: https://csuf-afit.screenstepslive.com/m/75002/l/1126205-logging-into-concur. If you do not see Concur application available, please contact [email protected] to confirm your account is activated.

I am new to role and eager to learn. I would love a walkthrough on how to navigate / access concur!

Welcome! We are excited to have you part of the Titan Family! The first step would be visiting our Concur Resources page (https://adminfin.fullerton.edu/travel/resources/). There are lots of Concur training videos available on the Fullerton Training Hub & CSUF Concur Channel. If you have more specific questions and would like a one-on-one session with one of our Concur experts, Sign-Up for one our Concur Open Labs (https://calendly.com/csuf-concur/openlabs).

Concur Issues

Please see google doc with responses.

Be sure to check out the additional resources:

Live Chat feature when in Concur to get quick technical support.
We are continuing to make improvements with our Concur SAP software please share your technical issues and feedback with our CSUF Concur team at [email protected] so we can be sure to address them.
Sign up for our Open Lab Sessions, this is one-on-one support with one our Concur team experts.

I submit a report to Concur to ask for reimbursement. The feedback I received is that I need to submit another report. Yet in preparing new report, I cannot find the item of "Meals and Incidents Per Diem” (which requires no receipts)." Where can I find it? Any suggestion from you will be greatly appreciated.

Please view recording. You can also check out this guide that gives you step-by-step instructions for adding the Meals and Incidentals Per Diem expense. If you have any issues or questions, please reach out to [email protected] or [email protected].

How do you add class codes to travel instances on Concur?

You can add a class code for the entire travel request or expense report in the request/report header. If individual expenses need to be allocated somewhere different, you can check out this step-by-step guide that will assist you with allocations. If you need additional assistance with this, please contact [email protected].

ACCOUNTS PAYABLE

Clarify membership purchases on P-card.

Please be sure to complete the membership justification form found on our website. Once completed please include with invoice when reconciling your P-Card. Check requests can be requested to process payment as well. Contact [email protected] if you have any questions. It is recommend the justification form be provided to Accounts Payable to log the membership.

A check request was approved and submitted to A/P for processing on August 20th. When checking for status, the only response I receive is that it's in review. Would you please provide the process and turnaround timeframe?

The timing for check requests is about 10 business days upon receipt, but it depends on the appropriate submissions from the department. If the invoice is submitted incorrectly or lacks backup documentation, it can delay the process. For questions on what to include in your submission, please contact us at [email protected].

HOSPITALITY

Are we transitioning to the new hospitality form (D11) effective immediately? If so, what are the qualifications for the form to require a second approver? / Is there an updated dollar amount that requires a second signature?

The new hospitality form along with a checklist and F.A.Q.s is now available on our website . It is in effect and the old form will be accepted until October 31, 2024. Training sessions will be scheduled in October to go over the form and policy.

Second approver is used at the discretion of your department/college. Please be sure to check with approving officials on their approving procedures.

When is 2nd approver required on the hospitality form?

A second signature may be required by your department/college. Please be sure to check with approving officials on their approving procedures.

Are all services provided attached to a D-11? Specifically, are on-campus services like thesis binding supposed to have a D-11 attached?

No, not all services are hospitality just those that are attributed to an event that are necessary, appropriate to the occasion, reasonable, and serve a purpose consistent with the university mission. It applies to activities promoting the university to the public and is in connection with official CSUF business.

The Hospitality Justification Form needs to be submitted prior to purchase so an estimate is calculated for the cost. If the final receipt goes over this estimate (ie - Food and Beverage prices with a vendor increase or tip/tax/delivery fee is not calculated in the estimate) what is the recourse? A UPAR? Or is there some leeway between the estimate and final purchase?

We highly encourage to complete and receive preapproval for hospitality expenses. We understand these are estimates, policy allows for a 10% fluctuation. For example, if your estimated budget for your Hospitality Form is $200 then 10% fluctuation is $20, so you must stay within $220. If the final amount goes over the per person limits, please complete and attach a Hospitality Justification form.

For Directive 11 forms and backup documentation regarding the attendees list at student events with provided food and beverages, should we include each student's CWID (Campus Wide ID). Is a requirement? Currently, we are recording the student's first and last name, email, and affiliation (CSUF Student). In the past, we received guidance to include and not to include so we will like to confirm. I appreciate the guidance. Thank you!

A list of attendees is expected, however we understand that on large scale events CWIDs can not always be captured. When possible capturing CWIDs helps for auditing purposes and allows us to identify individuals (if needed).

How-to for the new D11 form.

Please see recording on how to complete the hospitality form.

What is the max amount on one D11?

Food & Beverage has a per person limit, please refer to the Hospitality Policy. Otherwise, the Hospitality Form is dependent on Department/College budget.

Are we no longer able to do a blanket D11, like for pizza? The form only has so much space. What level of detail do we need to have to get approval? Sometimes we can just say "food at Stater Bros." but other times we need to have an exact quote, and it feels arbitrary.

This can vary depending on your attendees. For example, Providing pizza on a weekly basis for the semester, targeting only undergraduate business students, the same business purpose (i.e. Career Guest Speak), seeking the same benefit. Then a blanket hospitality form is acceptable. If any of the above circumstances changes, target audience, event purpose, and benefit a separate form should be completed. Be sure to include as much detail as possible to explain why the expense has a business purpose aligning with our mission and what the benefit is.

Is a D11 required for a DJ when we don't have AUX budget?

Please reach out to [email protected] for further explanation.

When is the last date that the old D-11 forms will be accepted?

The old D11 forms will be accepted through the end of October 2024. Training sessions for the new form will be scheduled for October.

What are the rules for providing food/meals for a meeting?

Food & Beverage has a per person limit, please refer to the Hospitality Policy.

TRAVEL

Could you walk us through the steps of submitting for travel approval versus travel reimbursement?

At California State Fullerton (CSUF), a travel request is used to request approval for travel, while a travel expense claim is used to submit documents and receipts for reimbursement. Here are screen steps on how to submit a travel request. Here are screen steps on how to submit a travel expense claim can be found here. For further assistance on travel policy, please contact [email protected] or technical questions with Concur, please contact [email protected]. Visit the Concur Video Channel for more information.

Some colleges/departments only reimburse up to a given limit. How does one adjust reimbursement requests to align with such a limit? (EX: someone spends $2,000 on travel, but is only offered $1,500 in reimbursement. How does that person submit their reimbursement request to ensure they get all they can, but do not go over when given receipts do not come exactly to $1,500?)

If a college/department does not have sufficient funds to cover travel it is recommended the travel request not be approved. If the travel decides to move forward with travel request, the meal per diem is prioritized and you can choose to reduce or omit other expenses to remain within the college/department given limit. Funds must be available to cover the per diem.

When travelling can employees uber from airport to their home?

It may be acceptable depending on the circumstances, but the most economical mode of transportation should be followed.

Can you remind folks about closing travel requests and why they need to be closed?

Closing travel requests is important as it signals that all travel expenses have been accounted for, nothing else will be claimed, and the request is no longer needed. Here are screen steps on how to close a travel request or CSUF Concur Channel.

Removing the adjustment expense makes the process much more complicated and confusing. Having to deduct dollar amounts from one or more expenses because the total is over the approved reimbursement amount and entering comments explaining why the entered amount does not match the receipt on expense reports is way more confusing than using the adjustment expense. The adjustment expense was a much cleaner way of getting the request or expense report to the approved amount. Create an adjustment expense that is strictly used for deducting an amount over the approved amount.

If a college/department does not have sufficient funds to cover travel it is recommended the travel request not be approved. If the traveler decides to move forward with travel request, the meal per diem is prioritized and you can choose to reduce or omit other expenses to remain within the college/department given limit.

What is the current turn-around time for travel reimbursements claims to be mailed out? Are travelers notified of when to expect their claim?

Travel claims are paid within 10 days of an appropriately submitted and approved claim to the travel department, make sure to check the status of your claim as many times they get stuck within your department. To check the status you can navigate to the audit trail, see video.

Financial Services Drop-in Session 9/25/24