Concur Travel and Expense Showcase April 10th
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1 Concur Travel and Expense Showcase April 10th
2 AGENDA Objectives for Travel Process Transformation List the benefits of Concur Travel and Expense (Concur) Identify the changes in travel partners Describe the four way integration of Concur, ALTOUR, JP Morgan Chase Visa Travel Card and SAP Introduce Visa Travel Card Define changes to cash advance process Define terms used in the Concur travel process View Concur navigation tips and Profile View Concur Booking and Expense simulations List ALTOUR details and contact information Mobile App Resources Next Steps
3 OBJECTIVES FOR THE TRAVEL PROCESS REDESIGN Streamline (simple and efficient) the travel process Integrated travel agency increasing available services Simplify the travel process including authorization, booking, and reimbursement Rely on integrated travel system with minimal preapprovals, but with full notification Pre-approvals required: Certain 3 rd party sponsor Students traveling internationally to countries with warning Pre-trip cash advance requested Provide improved risk management Implement travel card program to reduce traveler out-ofpocket expenses
4 BENEFITS OF NEW PROCESS Employee Empowered Environment Creation of On-Line Forms Elimination of Form 17 and Form 25 Booking data flows to expense report Electronic routing of approvals (When necessary) Automated Business Rules Business rules are built into the system, providing the traveler flexibility in travel choices with guidance Built in allowance rates (per diem) based on the location of University business Visa Travel Card (Corporate Liability/Corporate Pay) Minimizing out-of-pocket expense for traveler Allow Cash Advances Charges flow into Concur for easy input into expense reports Tools for Collecting Receipts and Documenting Expenses 24 Hour traveler support from ALTOUR Delegates Allow travelers the flexibility to book travel and create expense reports or have a delegate do it on their behalf
5 OUR NEW TRAVEL PARTNERS Concur is the leading provider of integrated travel and expense management solutions, and a trusted partner by many universities across the United States The University s current Purchasing Card provider JP Morgan Chase, is a large provider of business credit cards throughout the world ALTOUR is one of the most sophisticated and highly respected global leaders in the travel world, with an annual volume of over $1.2 billion
6 FOUR WAY INTEGRATION Concur A web-based system used to request, book and reconcile travel expenses ALTOUR Purdue s new travel agency who offers 24/7 access to assistance and help while in travel status JP Morgan Chase Visa Travel Card is corporate liability/corporate pay, and all travel card charges are uploaded daily to Concur system SAP Used to identify employees and facilitate payments Note Integrates expense reporting with a complete travel booking solution Employee profiles are exported out of SAP into Concur Reimbursements are paid out of SAP Reconciliation of accounts are done in SAP
7 NOTIFICATION REPORTS Traveler s Supervisor Chief of all funding sources Travel or Request PI and Co-PI of all funding sources Fiscal Approver of all funding sources Traveler/Traveler Assistant
8 VISA TRAVEL CARD Visa Travel Card provides an efficient, cost-effective method of paying for expenses while traveling for Purdue University business Less out-of-pocket expenses University sponsored Visa Travel Card Corporate liability/corporate pay Available to all individuals who travel Travel Card integrated with Concur Travel and Expense system Card offers
9 VISA TRAVEL CARD BENEFITS Reduced out of pocket expenses ATM Cash Advance availability while in travel status ATM fees are a reimbursable expense Up to $500 per cycle Emergency Evacuation Assistance Service Insurance Worldwide travel Accident Insurance $500,000 Common Carrier Baggage Reimbursement $1,250 Rental Car Collision Damage Waiver Hotel/Motel Burglary Reimbursement $1,000
10 VISA TRAVEL CARD CONT D Requires Webcert and supervisor approval to get card Requires agreement between cardholder and University Cardholders are responsible for compliance with University Travel policies and procedures Misuse and prohibited purchases will be monitored Collection process to reimburse University for inappropriate use is Payroll Deduction Points monitoring system
11 VISA TRAVEL CARD CONT D The Calumet Travel Center will gather completed Liability Agreements and provide them to the West Lafayette Travel Department for processing The Calumet Travel Center will contact you when your Travel Card is available Travel Card information is located on the West Lafayette Travel Webpage under the Travel Card tab
12 NEW CASH ADVANCE PROCESS PRF Cash Advances will be eliminated ATM cash advances up to $500 per cycle on Visa Travel Card Larger cash advances will be facilitated within the New Travel System
13 KEY TERMS AND DEFINITIONS Term Definition Traveler Any employee who travels on University business Profile Delegate/Assistant Travel Segments Electronic record of traveler s personal information, Visa Travel Card number, frequent traveler programs, travel preferences, Delegate/Assistant and settings An individual who performs functions on behalf of traveler or approver The area in Concur for booking or the reservation and purchase of air or rail tickets, hotel accommodations and rental car Airfare, lodging, car rental, ground transportation, rail tickets
14 KEY TERMS AND DEFINITIONS Term Definition Travel Request Header Collection of traveler-specific information in Concur Expenses Alert/Exception Notification A place in booking to add estimated costs that are not related to segments A business rule flag which tells the user if the booking/expense report is clear for submission; yellow = needs review, red = needs action informing supervisors, approvers, PI, Co-PI, Chiefs, etc. of travel event $0 Trip Travel that occurs for University business or on University time, at no cost to Purdue
15 KEY TERMS AND DEFINITIONS Term Definition Blanket Travel Travel Request Expense Report Travel Allowance (Fixed Meals) Itinerary Travel that does not include a common carrier ticket (air or train), and does not require pre-trip approval or notification Electronic form required when $0 Trip or Booking is outside of Concur Travel and Expense Electronic form for reimbursement and reconciliation of expenses Fixed amount of daily reimbursement provided for meals and incidental expenses (subsistence) Method of creating your travel allowance based on the business destination
16 MY CONCUR PAGE
17 COMPLETE PROFILE
18 EXPENSE REPORTS
19 EXPENSE REPORTS
20 MOBILE APPS
21 CALUMET TRAVEL CENTER RESOURCES The Calumet Travel Center will still be assisting travelers: When student group travel is involved Assisting with Study Abroad & Athletic team travel Assisting with travel arrangements for speakers, consultants and prospective employees When registering a staff member for an on-line course or webinar that does not require travel When a University Rental Vehicle is needed from the Calumet campus When a Coach USA voucher is needed for transportation to Midway or O Hare airport Performing the final audit of expense reimbursements, so payment is immediately posted in SAP do not need to wait for processing in West Lafayette
22 RESOURCES 1. Attend Traveler Training or Delegate / Fiscal Approver Training 2. Attend Faculty and Staff Labs 3. Contact Department Subject Matter Experts 4. Contact the Calumet Travel Center
23 NEXT STEPS Bookmark URL to Employee Portal Complete Visa Travel Card training and assessment Submit your application for Visa Travel Card to the Calumet Travel Center Complete Concur profile Activate E-receipts Know your departmental travel rules Identify account assignment(s) for the trip Download Mobile App (Optional) Note Trip Details Conference Rate Location of business activity to book hotel within proximity
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