Dear Campus Colleagues,
An updated version of the Payment Request form will launch on Wednesday, November 4, bringing additional employee payments and reimbursements into Services & Support. To implement these updates, the Payment Request form will be unavailable from October 30 - November 3. Additionally, the Other Reimbursements (Non-Event) report type in Concur will be retired.
We are making this adjustment as employee reimbursements better align with the Payment Request process and we now have the technical capabilities to have these transactions route through a dynamic form in Services and Support.
As a reminder the approved and recommended buying channels for UC San Diego are purchase orders through Oracle Procurement or payments made using the Procurement Card. While there may be emergency situations that require employee reimbursements, they are generally not an efficient method for buying and paying for goods or services, and we do not want faculty and staff to be out of pocket for business-related purchases. They also do not take advantage of our negotiated pricing, are not covered by the university's terms and conditions, provide little to no visibility into the purchase, and do not follow the standard purchasing approvals.
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What's changing on November 4
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Employee reimbursement submissions moving from Concur to Services & Support: Expenses unrelated to travel or events currently submitted through the Other Reimbursements (Non-Event) report type in Concur will be processed on the Payment Request form. This will include Employee Payments that are currently submitted via a Services & Support case with an attached Non-PO Payment to Employee PDF (e.g. petty cash reimbursement and department-initiated employee refunds).
- Approvals shifting to Services & Support and Oracle: Financial Unit Approval for all Payment Request submissions will be done in Services & Support. When Department Head approval is required for awards and gift-related transactions, they will now be done in Oracle.
- Other reimbursement payment terms shifting to Net 60: To prioritize university approved and recommended buying channels, and to minimize out-of-pocket expenses, the payment terms for employee reimbursement requests will change to Net 60.
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Payment Request Form Unavailable October 30 - November 3
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The Payment Request form will be unavailable from Friday, October 30, at 4:30 p.m. until Wednesday, November 4, at 10:00 a.m. as the updates are being made to the form. Please plan your submissions around this outage and reach out via Services & Support for any concerns.
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- Friday, October 30, 4:30 p.m.: The current Payment Request form closes in Services & Support. Submit requests before this deadline if they need to enter the process before the pause.
- Wednesday, November 4, 10:00 a.m.: The updated Payment Request form opens in Services & Support.
- Friday, November 13: The Concur Other Reimbursements (Non-Event) Report type will be shut down to new submissions. Use the updated Payment Request form for all new requests. Previously submitted Concur reports may continue through approval but make sure to follow up with your approvers before November 25 (see below).
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Wednesday, November 25: All remaining Other Reimbursements (Non-Event) Reports in Concur must complete both department and IPPS approval. Reports still pending after this deadline will be rejected or returned and must be resubmitted through the updated Payment Request form.
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Please submit requests early and coordinate with your approvers to meet these deadlines.
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Thank you,
Kevin Ngo Wong
Senior Manager
Integrated Procure-to-Pay Solutions
Heather Vinograd
Executive Director
Integrated Procure-to-Pay Solutions
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