Strategic Services Newsletter

Update on Students in Concur!

Coming soon you will no longer need to submit a request to activate a student in Concur Expense. Students will be loaded with expense reporting access in place during scheduled feeds.

We hope that removing this extra step cuts down on manual processes and the time to process and pay out for student reimbursements.

The student will still need to go in and enter banking and assign a GW employee as their delegate. The GW employee will need to submit the report on the students behalf.

We'll send out an announcement as soon as this is live!

Artificial Intelligence and Your Expense Reports

GW is implementing Concur Detect, an AI program to assist with report review and audit. Have you recently been surprised by an email on a report you just submitted and wondered how we reviewed it so quickly? We're currently in the Beta stage where live data is flowing through Detect for review and training of the AI system.

Detect will allow us to:

Review 100% of reports where we had only been able to review a small percent of the approximately 51,000 reports that flow through Concur yearly.
Eliminate manual processes.
Allow for faster repayments.

Want to make that report as clean as possible so it flows through?

Be aware of expense reporting policies and procedures.
One receipt per line
Attach receipts where the total on the receipt matches the line.
Be sure the right invoice is attached. This is especially true when the same items are purchased frequently and invoices can be confused with previous months costs.
If you've added a tip that was over 20%, put in the total of the cost on the receipt. The system already accounts for 20%.

Paypal, Square and Other Third Party Suppliers

Have you found yourself looking at a report of purchases and not recognizing a payment? All you have to go on is the name of a third party payment source like Paypal and Square and maybe a shortened version of a company name?

Help us, help you! We're trying to get better data from the system and are working towards adding fields to enter the name of the vendor you purchased from. In the meantime, proving that data in the purpose field for Paypal and other payment parties would provide us and you a clearer picture of spend.

Didn't pay for it? Don't expense it!

We often see reports from people with an itinerary or other available expense showing in Concur and they think they have to put it on a report because it's there. Only P-Card charges have to be filed on reports.

The majority of mistaken duplicate spend is due to:

The same expense being requested by both the traveler and the person who put it on their P-Card. If someone else paid for that airfare or other cost, the purchaser will file it on their report. The itinerary is showing on the travelers available expenses just as information.
The same expense being requested as both a P-Card and out of pocket by the same person because the itinerary and the P-Card charge come through on different dates. If you know you put the charge on a P-Card, the out of pocket expenses are there as additional backup. You can attach it to the P-Card report or delete it.

Always feel free to reach out to expense@gwu.edu with any questions or concerns.

P-card Fraud Notifications

We recently sent out an email on how you can register your card with the bank and get instant notices if there are fraud concerns on your card. If you missed it, please see below on how to register. The website does appear very simplistic and begins by asking for your full card number and billing zip code. You can see in the bar at the top that the lock is in place and you are on the JPMorgan Chase and Co secure site. This is a safe site! Please sign in and help us all catch fraud as quickly as possible.

Credit card fraud continues to rise. Identity Theft and Credit Card Fraud Statistics for 2019 from the Motley Fool website provides great data across age groups and types of fraud to be aware of.

Other ways to keep fraud away?

Make sure your cell phone is on file with your card. You can send it to pcard@gwu.edu if you don't believe we currently have it on file.

Going out on leave? Have your card temporarily suspended during your leave to keep it locked down. Email pcard@gwu.edu with the dates you'll be out.

Keep track of and file your expenses in a timely manner to detect anything that looks out of the ordinary.

Dispute any fraud charges directly with the bank as soon as you see them.

Concur Problem?

Can't access Concur? Check Concur Open to see if Concur is functioning.

Expense Reporting or P-Card reconciliation issues? Contact ibuy@gwu.edu.

Please do not contact Concur directly. Allow us to do that for you.

Stay safe, and as always, please reach out if there are any training needs!

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