Dear Colleagues,
A recent internal audit report showed a large number of unresolved transactions in the university Concur and corporate card systems. University policy requires that all transactions must be allocated and submitted within the Concur system either within 30 days of the charge or within 30 days following a future event, if the charge is event-related. Unallocated outstanding transactions distort budget variance reporting and violate both university and IRS regulations.
At this time, we are requiring all transactions posted through Feb. 28, 2023 that are not related to future events be resolved in the system by Sunday, April 30, 2023. Transactions older than 45 days will require an expense exception form, which can be downloaded from this site, attached to the expense report. This form must include a reason for the late submission.
Penalties for users who do not comply with this deadline or regarding future charges may include suspension of that employee’s corporate card and interruption of expense reimbursement until the transactions are resolved. Additionally, the amount of any unresolved transaction may become taxable income on an employee’s W-2 in accordance with IRS regulations.
Click here to view training documents and a training video for Concur, including instructions for allocating transactions. We recommend you also check your email notification settings, found in Concur under Profile > System Settings, to ensure that you are notified of new and outstanding transactions in a timely way.
We understand that you may no longer have receipts for older transactions, or that some transactions may be tied to former employees. Users who are missing receipts must complete a missing receipt affidavit and upload it to the expense report prior to submitting. If the former employee had a delegate assigned in the system, the delegate may complete the reports. If the former employee did not have a delegate or the delegate no longer works in the department, the department administrator can assign a delegate in Concur to complete the reports.
This email has been sent to deans, directors, and department heads. Please distribute to your teams as appropriate.
Thank you for your cooperation,
Patrick Norton, Senior Vice President & Chief Operating Officer Jim Wandling, University Controller
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