Concur PCard Frequently Asked Questions

Concur PCard Frequently Asked Questions

How can I schedule Concur Pcard training ?

You can schedule Concur training by logging into MyTrack and searching for Concur, or by viewing the courses in the learning library or learning calendar.

Pcard training sessions are now available.

 

How do I access Concur for PCard?

 

Concur is configured as a single sign on application and DuckID credentials can be used to access the system from the http://concur.uoregon.edu url.

 

Why don't I see card data or statement reports when I login to Concur?

 

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.

 

Where do I enter the Business Purpose when required for PCard Transactions?

 

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.

 

How do I split a purchase across multiple account codes?

 

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

 

How do I split the budget responsibilities across different indices? 

 

Select the check box 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.

 

Do I need to have an Index to process the line items?

 

Yes.  Index and account code are 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 through the accounting group.

 

How can reports be worked by additional people?

 

It is understood that many departments have differing 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 login 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.

 

How do I assign a delegate?

 

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.

 

How do I account for and process fraudulent charges on my PCard?

 

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).

 

How do I manage returns to or credits from the vendor?

 

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.

 

When can I submit my reports for approval?

 

Banner 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 statment cycle.  This allows late transactions to pass through to Concur and should prevent the need for two reports.

 

Can submitted reports be altered?

 

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.

 

How and when will the Journal Voucher appear in Banner?

 

Concur expense reports generate Banner JV's via 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 charachters of the report ID and line item descriptions that reflect the entire report name.

 

How will I know where to find details relative to the monthly Banner JV?

 

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.

 

Who can I contact to learn more about Concur Pcard Processing?

 

John Beeson 6-3735 or Shari Powell 6-3283