Strategic Services Newsletter Fall 2019

Paying Student Reimbursements in Concur iBuy+:

We’re pleased to announce that as of 10/18/2019, all currently active students have been loaded into Concur for Travel use and can be activated in Concur for processing Expenses. This will provide a quicker turn-around time for student reimbursements and more visibility for the students in the processing of their payments.

A student must accept payment by Direct Deposit to a US Bank
- If the student wishes for a check instead of a direct deposit, the request will need to be submitted through Accounts Payable's Invoice solution.
Only non-reportable payments can be paid through Concur.
- Cannot pay: Honoraria, Awards, or payments subject to tax reporting, such as travel done purely for a student's thesis research. See the tax site for more information. These payments are done through the Accounts Payable Invoice solution.
Once active, students will be able to upload receipts and create a report. A GW Employee must review and submit on behalf of the student.

See here for the steps getting a student access and processing their reports in Concur iBuy+

School is back in session and expense reports are coming through more frequently. Please take a moment to take a look at some of the areas where we get the most questions. If you submit or approve expenses, please be sure you are familiar with the Travel, Entertainment, and Business Reimbursement Manual.

Changing Accounts and Aliases

Approvers on reports can now make changes to accounts and aliases. This is to assist in cutting down on the need to send back reports for corrections. If you still need to send one back, please be sure to check the Send Back line on line/s in question and hit save. Then when you approve the report, only the one line will return and the remainder will process. As a reviewer, this saves time in not having to review the entire report a second time for changes. Only the item that needed additional clarification is reviewed.

Submission Dates

There are two important dates to remember, but they are different for out of pocket and P-Card. For out of pocket it’s the end of travel. For the P-Card, it’s the date of the transaction. The date is based on the submission date of the report. So if you submitted it on time, but it took extra time to approve through, which will not count as being late.

Out of Pocket costs, meaning a GWU P-Card was not used, must be submitted within 60 days of the end of travel in order to be reimbursed. Also out of pocket costs cannot be reimbursed prior to travel unless booked through Concur iBuy. This includes registration costs.

Pcard costs should be submitted no less frequently than monthly. Submission can occur as soon as the transaction shows in Concur and must be done within 60 days of the transaction date.

P-Card Backup

We’ve had great feedback on the P-Card transaction information being available to use as backup on goods purchases.

Please remember that credit card data alone is can not be used as backup for:

Airfare
Hotel
Rental Cars
Rail

The transaction information provided does not provide all the required information.

Also, in order to use the data as a backup, the purchases must be itemized and match the requested amount.

A few individuals have mentioned issues with attaching additional backup on a line that contains the credit card data. We have a ticket in to be sure this is resolved with Concur, but in the meantime, you can detach the credit card backup and then attach your actual receipt.

Business Purpose

Not sure why your reports are returned for better business purposes? Here’s a guide to walk you through some examples!

Mobile App

If you’re not already using it, take a few moments and set up the Concur Mobile App. It’s a great way to quickly upload your receipts and submit your reports.

If you are using the App, please be sure to keep it updated to take advantage of new features.

P-Card Refreshers

We’re excited to see the P-Card Application in Request being used and it has provided us the ability to automate more areas within the P-Card department. If you have any questions or concerns, please reach out to pcard@gwu.edu. It’s important that no individual submit more than one P-Card application as that will result in processing delays.

Changing Departments and have a Pcard? Have your new FD request that your card be transferred to their department. You do not need to submit a new Pcard application.

Individuals with cards expiring will automatically get issued a new card once they take the P-Card training. Please do not submit an application if you already have a card.

You can always see the status of your Request for a P-Card in Concur. If you have one that was sent back or never submitted, please delete them from the system to help keep reporting data clean.

Personal Use Uber

Realized you used your GW Business account for your personal UBER trip? You can always change your payment method during a trip:

1. In your Uber app, tap the white panel at the bottom of your screen
2. Tap "Switch" next to the price and payment method
3. Select the correct payment method

Customer Innovations Survey

Thank you to all who took the time to provide feedback on our Customer Service and Innovation Survey. The refresher areas above were heavily influenced by the comments received in regard to knowledge of policies and procedures.

We are always working towards finding ways to make the use of a Concur iBuy+ easier, more uniform through the university and less time-consuming. One example is the recent removal of the need for hotel itemizations. We are now working on removing the “Is This a Vendor Invoice” as a required area from certain accounts that rarely have an invoice associated with it.

As always feel free to contact shellshearer@gwu.edu with any concerns or training needs. If in the survey you expressed an interest in knowing more about certain areas, you will receive an email providing you that information.

Be sure to check out these other resources available to you!

Procurement Training Resources

Procurement and Travel Services Blog

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