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Concur Invoice Reminder

When submitting invoices for payment through the Concur Invoice module, please make sure to select the exact vendor that matches the vendor being paid.  After selecting the vendor, you can verify payment to the correct vendor by comparing the Vendor Information displayed in Concur to the information on the Invoice documentation (Vendor Invoice, Vendor Disclosure Statements, Independent Contractor Forms, etc.).  Please be sure to review the Vendor Name, Vendor Address, and Currency before submitting your invoice for payment.

Additional information on submitting invoices can be found in the Concur Invoice User Guide.  If you need any assistance in the vendor selection process, please email the Concur Help Desk at

Did you know you can create car mileage expenses using the Mileage Calculator Link in Concur Expense?

With the expense report open, click the Add Expense button and select the Vehicle Mileage Expense Type. The mileage form will open with the required and optional fields displayed, including the Mileage Calculator link.  Complete all required and optional fields as appropriate.  Click the Mileage Calculator link and review and update the route as appropriate.  If round trip mileage should be calculated, click Make Round Trip.  Click Add Mileage to Expense and then click Save.

Using personal automobiles for business travel is reimbursable when it is the most economical mode of transportation or when safety issues justify the additional cost.  The Traveler will be reimbursed up to the current IRS-authorized mileage rate for miles incurred.   Current IRS mileage rates are maintained on the Accounts Payable website.  Please review the links below for additional information.

Branding & Licensing Approval Forms

Before ordering custom-printed items such as promotional items and clothing, please review the information provided on Purchasing’s website regarding Branding & Licensing. A Branding & Licensing Approval Form is required for these items and should be attached as documentation for the expense in Concur. If a purchase is made without approval, it is possible that the product will not be allowable and will need to be refunded by the company or reimbursed to UA.

2024 Procurement Contract Vendor Fair

Please join us on Tuesday, April 9, 2024, as Procurement Services hosts a Contract Vendor Fair in The University of Alabama Student Center Ballroom from 10:00 AM until 1:30 PM.  Many of our current Contract Vendors will be on hand to showcase the products and services they provide for the University. We will have food and door prizes. We invite all UA Faculty and Staff to come meet our representatives face-to-face and learn more about their products and services.  There will be staff members from Procurement Services present throughout the day to assist and answer questions as well.  If you have any questions, please email Meagan Stockton at

Don’t forget to add the Contract Vendor Fair to your calendar! 

Tax Tip: 60-Day Rule for Expense Reports

To avoid tax consequences on expense reimbursements, University employees should remember the 60-Day Rule: Expense reports for out-of-pocket expenses must be submitted within 60 days from the date the expense was incurred (in the case of travel, within 60 days from end of the trip).

Per federal tax regulations, expenses submitted after 60 days will be reported as taxable income to the employee, and applicable Federal, State, FICA, and Medicare taxes will be deducted from a subsequent salary check. Timely reporting and submission of expense reports is the responsibility of the employee being reimbursed regardless of whether the employee self-submits or has designated a delegate for expense reporting. When combining smaller instances into one expense report, employees are encouraged to submit at least once a month. (For example, mileage logs or multiple small out-of-pocket expenses)

The 60-Day Rule is stated in the University’s spending and travel policies and is necessary to comply with the IRS safe-harbor guidelines for expense reimbursements. For more information, refer to the following website links:

Policy Types for Concur Reports – P-Card Transactions

Concur reports can have one of the two following policy types: P-Card Non-Travel and Travel, Entertainment, & Reimbursements. Reports with incorrect policy types may need to be sent back for updates to make sure they are reviewed by the correct department in Procurement Services.

The P-Card Non-Travel policy includes most items used for daily operations, such as,

  • Office Supplies
  • Books
  • Technology purchases
  • Scientific supplies
  • Furniture

The Travel, Entertainment, & Reimbursements policy includes:

  • Flights
  • Rental cars
  • Lodging
  • Conference registrations
  • Other travel-related expenses
  • Business entertainment such as food, catering, and meals.
  • Reimbursement for out-of-pocket expenses to UA employees.

P-Card Due Dates

The next due date for p-card transactions is January 10, 2024, for transactions with a posting date of 10/26 – 11/25 and prior.  This due date has been extended due to the holiday break.

In-State Travel

When completing an Expense Report in Concur for overnight travel within the State of Alabama, you should select the Report Type based on the reimbursement method you are using (See UA Travel Policy Section 10.0 – In-State Travel for UA Employees).  If utilizing the GSA reimbursement method, select “Domestic Overnight” as the Report Type within the Report Header.  If utilizing the State of Alabama in-state per diem reimbursement method, select “In-State Overnight (1 night)” or “In-State Overnight (2 or more nights)” as the Report Type within the Report Header.

Concur Visual Theme Update

Beginning on October 2, 2023, SAP Concur will implement the SAP Fiori with Horizon visual theme for all solutions on the mobile app and the web.  With this update, UA will benefit from the following:

  • A refreshed, modern look and feel
  • Inclusive and accessible design for everyone
  • Improved consistency and aligned user experience across all solutions

This update will not affect any features or functionality – it will only change the look and feel of fonts, font sizes, icons, colors, and rounded corners.  All screenshots included in the Concur training courses and reference materials found on the Concur website will be updated to reflect this change.

Sam’s Club Purchases

Just a reminder as the new Fall semester begins, the University has established a new process to enable departments to purchase items from Sam’s Club.  Departments will NO LONGER be required to pick up a Sam’s Club UA Membership Card from the Procurement Services Building.

Departments may now purchase their own Sam’s Club Membership for departmental use only.  Memberships should be set up as tax exempt, include your e-mail address and be established through the Sam’s Club Membership Service Desk.  All Sam’s Club purchases should be paid for with the UA Purchasing Card.  UA Tax Exempt information can be found on the Tax Office website. Personal purchases are not allowable on the membership card.

The P-Card PolicyPurchasing Policy, & Spending Policies should be reviewed prior to obligating University funds for purchases to ensure appropriate policies and procedures are followed.