When do I use the Entertainment Expense Form?

Section 6.3 of the UA Spending Policy details the documentation required for any entertainment expenditures.  Completing the Entertainment Expense Form will ensure that the following is documented in accordance with UA Policy.  If you can include all required information below in the Concur Expense Report or Concur Invoice, the Entertainment Expense Form does not have to be attached.

  • Identification of the person or group to be entertained, including the relationship of the persons in attendance to the particular aspects of the University program that will be benefited. This information includes titles, committee names, the field of interest of the person or group being entertained, the reason for inviting the visitor(s) to campus, and other relevant details.
    • For entertainment of small groups (10 or fewer), the names of all persons attending must be shown
    • For entertainment of 10 or more individuals, only the name or names of the honored guest or guests must be indicated, with the number of persons attending.
  • A statement as to the reason or purpose of the entertainment, including the purpose and benefits of the program to the University must be clearly indicated and understood by anyone outside the department reviewing the voucher.
    • If the function that included the entertainment is held away from the University campus, an agenda for the function must be attached.
    • If entertainment includes only UA employees, an explanation as to why it had to occur at breakfast, lunch, or dinner is necessary.
    • The date and place of entertainment.

As a reminder, entertainment events can include meals and refreshments at UA functions if the meals and refreshments are incidental to the meeting or training. The primary purpose of the meeting or educational/training session in which the meal or refreshments are provided or consumed shall be directly related to the business of the University.

Reminder of 60-Day Rule for Expense Reimbursements

All University employees who submit Expense Reports for reimbursement should remember the following:

  • Expense Reports for out-of-pocket expenses must be submitted within 60 days from the date the expense was incurred. Travel Expense Reports must be submitted after completion of the trip but within 60 days of the traveler’s return.
  • Per federal tax regulations, Expense Reports submitted after 60 days will be considered taxable income to the employee, and the appropriate taxes will be withheld from a subsequent salary check.
  • 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 Tax Office website.

Business Purpose

Each purchasing card transaction must be documented appropriately to ensure the allowability of the expense.  This documentation includes business purpose statements. A good explanation of the reason for the purchase is crucial in determining whether an expense is allowable, depending on the funding source. A good business purpose explanation will answer the following questions:

  • Why was the purchase necessary?
  • How does the purchase benefit the mission and goals of the University and the department?

The Expenditure Matrix on the Procurement website is a good resource to determine if a business purpose statement is required; however, if you anticipate any questions regarding the allowability of your purchases, it is always a good idea to include a business purpose. Good business purpose statements on your reports will ensure faster processing and fewer reports sent back to users.

Approver View for Invoice Payment Requests

Did you know that you can modify the layout of the Invoice Payment Requests that you review and approve? Concur allows for the Invoice Images that were uploaded to the Payment Request to appear automatically in the Payment Request view without having to be opened. To update your settings, open an invoice image in an Invoice Payment Request and click on the Pin icon Concur Invoice in the top right corner. After doing this the Invoice Image will appear in the same view as the Invoice header and line item details. If you do not like the updated consolidated view, you can revert to the previous settings by clicking the Unpin icon Concur Invoice in the top right corner of the image.

Concur Invoice

Concur Invoice – Cont.

We notified you last month that Concur has announced that they will be releasing a few user experience improvements coming soon to Concur Invoice. This update will take effect this month on April 13th. The primary impact to UA will be a change in terminology replacing the current “Payment Request” with “Invoice.” As a result, a Concur Invoice Payment Request will now simply be a Concur Invoice. The update will also enhance the current “Manage Requests” tab of the Invoice Module with a new “My Invoices” page.

April Procurement Training Opportunities

Instructor-Led Concur Travel and Expense

Concur Travel and Expense: System Overview and Introduction- This course will provide an introduction to the Concur System including the Request, Travel, Expense, and Invoice modules of Concur as well as the user profile, setting up delegates, and booking travel.  This instructor-led course fulfills the Concur training requirement for new Concur users to gain system access.  Please register for the Concur Instructor Led course via Qualtrics.

  • Thursday, April 4, from 10:00 a.m. – 11:30 a.m.
  • Friday, April 12, from 10:30 a.m. – 12:00 p.m.
  • Thursday, April 25, from 3:00 p.m. – 4:30 p.m.
  • Tuesday, April 30, from 1:00 p.m. – 2:30 p.m.
  • Thursday, May 9, from 9:00 a.m. – 10:30 a.m.

Online Concur – Coming in late spring 2019

As stated in the announcement email from HR on December 18th, employee access to Skillport ended on January 1, 2019. A new learning management system is anticipated to be available for use by late spring 2019. During this time, the Concur eLearning will not be available to complete the Concur training requirement. In lieu of the eLearning course, we will be offering instructor-led courses weekly at the dates and times listed above.  Please contact concur@fa.ua.edu if you would like to set up special on-campus Concur instructor-led training for your department.

Instructor-Led P-Card

 Learn the basics of University policies that pertain to the use of the Purchasing Card. The P-Card Policies & Procedures class is required for all new Cardholders and Reconcilers.

  • Thursday, April 4, from 3:00 p.m. – 4:00 p.m.
  • Monday, April 15, from 10:30 a.m. – 11:30 a.m.
  • Tuesday, April 30, from 3:00 p.m. – 4:00 p.m

Concur Training and Support

Did you know that we offer individual Help Session via Bomgar screensharing? Email Concur@fa.ua.edu to schedule a screensharing session and include a brief description of what you need help with.

Upcoming Concur Help Sessions

  • Tuesday, April 16, from 3:00 p.m. – 4:30 p.m.
  • Friday, May 17, from 10:00 a.m. – 11:30 a.m.

Concur Training Videos and Guides

We encourage you to make use of our library of training videos and guides available on the Concur.ua.edu website at any time. 

 

Concur Invoice

Concur has recently announced that they will be releasing a few user experience improvements coming soon to Concur Invoice. The primary impact to UA will be a change in terminology replacing the current “Payment Request” with “Invoice.” As a result, a Concur Invoice Payment Request will now simply be a Concur Invoice. The update will also enhance the current “Manage Requests” tab of the Invoice Module with a new “My Invoices” page. Concur has announced that the changes will take effect for all users on April 13, 2019. Look for more information regarding this user experience update in the April 2019 newsletter.

Impact of HR Learning Management System on eLearnings

As stated in the announcement email from HR on December 18th, employee access to Skillport ended on January 1, 2019. A new learning management system is anticipated to be available for use by late spring 2019. During this time, the Concur eLearning will not be available to complete the Concur training requirement. In lieu of the eLearning course, we will be offering instructor-led courses weekly at the below dates and times. These courses will be delivered in the Procurement Services Building. Please register for the Concur Instructor Led course via Qualtrics.

  • Monday, January 7, from 1:30-3pm
  • Tuesday, January 15, from 10-11:30am
  • Thursday, January 24, from 10-11:30am
  • Wednesday, January 30, from 10-11:30am
  • Friday, February 8, from 10-11:30am
  • Thursday, February 14, from 1:30-3pm

Please contact concur@fa.ua.edu if you would like to set up an on-campus Concur Instructor Led course for your department.

We are working to introduce instructor led courses for all Procurement Services trainings until the new learning management system is available.

Concur Approver Delegates

With the holidays upon us, we know that many of you will be travelling before and after the UA break. If you are a Concur supervisor or budgetary approver, you can set up a temporary or permanent delegate to approve reports and requests on your behalf. Note that the delegate approver should have supervisory or fiscal authority over the user.

To add an approver delegate for Expense Reports, the listed approver should log in to his or her Concur Profile Settings, select Expense Delegates, then add the temporary or permanent delegate. You will have to set up an additional approver delegate for Invoice Payment Requests by selecting Invoice Delegates and adding the temporary or permanent delegate.

It is important to note that the selected approver delegate must also have approval rights in Concur. Step by step instructions on how to complete this task can be found in the Concur Expense User Guide (page 8). For other helpful Concur information, please visit the UA Concur webpage.

OIT Adds DUO to Concur

Monday, September 10, 2018, DUO two-factor authentication will be added to the Concur login. DUO is designed to protect the sensitive data held within users’ Concur accounts. If you are already a DUO user, on September 10, you will simply begin to see a DUO prompt when logging into Concur. If you are not a DUO user, you will not notice any change. You will be able to login as usual. If you would like to register for DUO, please visit duo.ua.edu. Please contact the IT Service Desk at 205-348-5555 or itsd@ua.edu with any questions or concerns.