New Concur Travel System is Launching on July 25!

laurav — Thu, 14 Jul 2022 01:46:57 +0000

New Concur Travel System is Launching on July 25! laurav Wed, 07/13/2022 - 18:46 More Announcement July 14, 2022

Concur Travel and Expense, UC Riverside’s new travel system, will deploy campus wide on July 25, 2022.

The Impact23 program is pleased to announce the deployment of the Concur Travel and Expense system in just a few short weeks. Concur is the first system in the campus’ multi-year initiative, Impact23, to update many of our aging administrative systems. This milestone is more than eight months in the making and has involved participation from staff members and pilot departments across the campus. Concur is successfully used by many UC campuses. As part of this transition, UC Riverside will leverage features available in Concur to reduce out-of-pocket expenses and improve administrative efficiencies by upgrading the university’s US Bank Travel & Entertainment Card Program (T&E Card). The T&E Card program will transition from personal liability to a corporate-liability card program (details below).

To ensure a smooth transition for users, our Concur workgroup and our pilot departments processed various transactions to ensure a variety of scenarios are flowing through the system as expected and enabled the project team to update guidance based on lessons learned during the pilot to more effectively roll out Concur to the campus. Instructor-led training and communications will continue, with Travel Arranger training sessions available to provide UC Riverside faculty and staff with increased levels of support. Reference guides will be made available for Travelers and Approvers when Concur deploys.

Important Reminders

A transition period will be in effect to allow existing trips to be closed out in iTravel.
- The iTravel system continues to be available until 9/1/2022 to process previously entered requests after Concur is deployed.
- Upon go-live on 7/25/2022, all new travel requests and expense reports should be entered in Concur.
Departments should work with travelers to request new corporate T&E Cards as soon as Concur is deployed. Although current US Bank T&E Cards (personal liability) will remain active after the Concur deployment, new purchases on the US Bank personal liability cards will be restricted on approximately 10/1/2022. This date will be communicated to existing cardholders.

What You Should Know

Who is Impacted? All faculty, staff, students, and guests traveling on University business and individuals that support travelers on behalf of the university. Everyone who travels, has a T&E Card, or supports employee/non-employee travelers (students, guests) will need to interact with the new travel system. Please spread the word and make sure you are ready!

What are the most notable changes that will be implemented with Concur?

UC Riverside employees (or their delegate Travel Arranger) are expected to submit Pre-Trip Requests in Concur to estimate expenses a traveler may incur for all domestic and international travel and mileage-only reimbursements. An approved pre-trip request is required before an expense report can be approved. This change is considered an industry best practice and has been effectively utilized by other UC campuses. Learn more about pre-trip requests.
While Travel Arrangers can support the preparation of transactions in Concur, only employee travelers can electronically submit card requests, expense reports (travel reimbursements), and missing receipt declarations.

How do I apply for a new T&E Card? If you travel on behalf of the university, apply for the new corporate liability T&E Card:

Cardholders must complete the required online T&E Card training in UC Learning
Acknowledge cardholder responsibilities
Initiate a new online application in Concur once the system is deployed

See Travel & Entertainment Card Requests

How can I prepare for Deployment?

Take UCR Travel and Expense training and orient yourself with the support options
Once campus availability is announced, coordinate with your System Access Administrator (SAA) to provision appropriate roles in EACS for your accountability structure
If you are a current T&E Card cardholder, complete the new corporate liability T&E Card training and pay off existing balances before applying for a new card

Keep an eye out for the official Concur Travel and Expense launch announcement, more information about office hours, and survey opportunities to inform Concur adoption, stabilization, and support efforts.

Sincerely,

Asirra Suguitan
on behalf of the Impact23 Steering Committee

Announcements

Important Changes to UC Riverside’s T&E Card Program

laurav — Wed, 27 Apr 2022 20:49:55 +0000

Important Changes to UC Riverside’s T&E Card Program laurav Wed, 04/27/2022 - 13:49 More Announcement April 27, 2022

Dear Colleagues,

Phase one of the Impact23 Program includes the deployment of Concur Travel and Expense in June 2022. UCR will be leveraging features available in Concur and upgrading the university’s Travel & Entertainment Card Program (T&E Card). Please review the following information as it will impact employees with T&E cards and outline requirements to take advantage of the new corporate T&E cards.

With the Concur launch slated for June 2022, the T&E Card Program will transition from a personal-liability to a corporate-liability card program. The new cards will be issued by U.S. Bank and are university-billed charge cards. Therefore, expenses charged on the card must be reconciled via an expense report within 30 days of the trip completion date.

The new Corporate T&E Cards provide several benefits to the cardholder and university, including:

The card balance will be paid in full each billing cycle by the university
Reduction of out of pocket expenses for travelers
Access to transactional activity by cardholder department
Integration of card transactions to facilitate expense reporting Concur (Phase 1 travel related)
No late fees

Requested Actions:

Communicate to current department T&E cardholders:
- Encourage staff to pay off existing personal-liability card balances.
- Notify the new corporate T&E cards will not be issued until personal T&E outstanding card balances are resolved.
- Note: The Accounting Office will notify existing T&E Cardholders directly about this upcoming change.
Departments should evaluate existing cardholders and /or travelers and identify individuals that should apply for the new T&E Card
Requirements for new corporate liability T&E issuance:

Designated employees should plan to complete the required online T&E Card training in UC Learning (available in May 2022)
Designated employees should plan to initiate the new online application in Concur and
- Attach Training certification
- Complete card agreement certification acknowledging the T&E Card will be used exclusively for university travel and entertainment expenses only (i.e. no personal expenditures allowed)
The new card application will automatically route to employee’s Supervisor
Next, the application will route to the Department Head/Card Approver (new EACS role to be deployed in June 2022) to:
- Identify default Full Accounting Unit chartstring (FAU) for unreconciled expenses
- Endorse application and confirm card request is appropriate based on the employee’s business travel and other university business needs
Card issuance will take approximately two weeks after approved application is received.
The new application process will begin with the launch of Concur Travel and Expense in June 2022.
- Note: Although this change does not directly impact Procurement Cardholders, all subsequent requests related to Procurement Cards will be processed via Concur beginning in June 2022.

Please direct questions about the transition to the new Travel & Entertainment Card Program to travelfeedback@ucr.edu.

Sincerely,

Bobbi McCracken

Associate Vice Chancellor and Controller
Business & Financial Services
http://bfs.ucr.edu/

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