Travel Advances Not Available
Can users get an advance on travel expenses made before a trip occurs?
Per the updated NYU T&E Policy, out of pocket travel bookings (airfare, rail, hotel etc.) and expenses will no longer be reimbursed in advance, and can be submitted only after the completion of the trip. Travel advances ended in AP Workflow in May 2023 and are not available in Travel and Expense.
The use of the NYU T&E card or a department travel card is strongly recommended to avoid paying for travel bookings in advance with your personal funds. To inquire about an individual T&E or department travel card, contact your fiscal officer.
Report Statuses
What do the various statuses of my expense report signify?
The most commonly seen statuses on expense reports include:
- Pending ERP Validation - the system is performing a budget check against the NYU financial system, FAME, for the chartfields selected; if there are any budget failures, the report will be returned to the user with a comment.
- Pending External Validation - the report is in the automated audit step; this can take up to 48 hours depending on the number of reports that are being processed system-wide. Note that the Recall button is not visible during this step. The user or delegate will need to wait for this step to be completed before the report can be recalled to make edits.
- Approval for Processing - the report is with the AP Audit team to review potential exceptions as a result of the automated audit.
- Review / Approval - the report is with the approver(s) (e.g, Supervisor, Budget Approver, Fiscal Officer) to review and approve. The Recall button is available during this step if a user or delegate needs to recall the report in order to make edits.
- Sent for Payment - the approvals are complete and the report has been sent to FAME - for payment.
- Payment Confirmed - the payment has been processed in FAME and confirmation has been sent. Users can look at the Report Details > Audit Trail to see a snapshot of payment details.
NYU Payment Cards
What are the differences in how the various NYU Payment Cards are used?
In summary:
- Travel & Entertainment Card (Individual T&E Card) is used for an individual's travel costs and incidentals while on the road as well as local entertaining for individual travelers. It is not meant for group travel, just the individual traveler.
- Corporate Travel Account (CTA Card) or “Department Travel Card” is used for travel costs (e.g., flights, hotels, other transportation, conferences) on behalf of your department. It is used for business travel expenses where a department employee is booking travel on behalf of department affiliates. This card should be used to book travel for infrequent travelers in a department (for example, those that travel only 1-2 times/year); and University guests/visitors (e.g., job applicants, speakers).
- Purchasing Card (P-Card) is used for low-cost, one-time items that generally cannot be obtained through i-Buy.
- Fleet Card is specifically used for fuel, parking, tolls, and maintenance for University-owned vehicles only.
- USD Cross Border Card and Local Currency Global Card are used for select approved cardholders in Global Study Away Sites.
Delegate
How do I act on behalf of another user as their delegate?
If you are an administrator who supports another user, you can be added as a delegate to make travel arrangements and/or prepare expense reports by acting on their behalf. In Travel and Expense, select Profile, select Act as Another User, confirm that the A Delegate for another user who has granted you this permission option is selected. Enter the name of the person for whom you are acting as delegate, and click Switch to act on their behalf. If this step to switch to their profile is missed and the report is fully approved, then the submission will be made under an incorrect name and the reimbursement for out-of-pocket expenses will be paid to the incorrect user.
Notifications
How do I turn off the notifications in Concur?
From the Concur website home screen, click on your initials in the upper right and select Profile Settings. Then, select Expense Preferences. In the Expense Preferences section, uncheck the types of notifications you no longer want to receive.
Notifications for the SAP Concur Mobile App can be managed in your mobile device settings.
