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| layout: default | ||
| title: CONCUR Reimbursement SOP | ||
| title: Concur Reimbursement | ||
| parent: Lab Basics | ||
| nav_order: 15 | ||
| --- | ||
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| # CONCUR Reimbursement SOP | ||
| # Reimbursemnt via Concur | ||
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| Reimbursement for expenses (typically: conference travel) can be administratively challenging, but are tractable if we follow some basic guidelines. All travel reimbursements are handled via the UPenn Concur system. If you have a PennKey then you are able to submit reimbursements; if you are an alumni or visitor it is a different workflow. | ||
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| Please note the latest information is available [here](https://github.com/PennLINC/PennLINC.github.io/blob/main/assets/Finance%20and%20Administration%20Team_2023.10.06_distributed.pptx). | ||
| Transport (flights, trains, etc) should be booked directly via Concur(see below); this obviates the need for post-hoc reimbursement. | ||
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| Please note: is that it is essential that reimbursements are submitted in a timely manner; Penn policy prohibits reimbursements after 6 months. Sometimes review can be lengthy and several revisions are needed due to the multiple layers of compliance at Penn. As such, requests not submitted immediately after they are incurred risk being unpaid; sadly there is no remedy for this after 6 months. | ||
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| Reimbursement for expenses (typically: conference travel) is one of the most administratively demanding tasks in the lab. The goal of this wiki (now maintained by Lia Brodrick) is to make this processess as efficient as possible and reduce headaches. Nonetheless, there are MANY compliance requirements and as such it is *REQUIRED* that this instructions are closely adhered to. | ||
| For more details on funding for travel, please see the [travel guidelines wiki](https://pennlinc.github.io/docs/LabHome/TravelGuidelines/). | ||
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| From the outset, please be prepared that this is a very time-intensive process that each lab member must manage for their own expenses. While Lia is here to assist she is not an admin who will do this for you. As such, it is necessary to read *all* the documentation below *before* proceeding. Note that questions regarding reimbursement (or suggested updates to this document) should be posted to the #concur slack channel to preserve knowledge over time -- not addressed via DMs to Lia or Ted. | ||
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| For all lab-related expenses that you wish to have reimbursed via the CONCUR system follow the documentation outlined below. If you have a PennKey then you are able to submit reimbursements. It is _essential_ that this be done in a timely manner; Penn policy prohibits reimbursements after 6 months. Please submit expenses immediately after they are incurred and *expect a lengthy review process*. Due to high demands for compliance, reimbursements are often rejected by compliance officers multiple times after they have been approved by Ted. As such, requests not submitted immediately after they are incurred risk being unpaid, leaving the lab member with the bill. There is no remedy for this if it occurs. | ||
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| For allowable expenses and funding for travel, please see the [travel guidelines wiki](https://pennlinc.github.io/docs/LabHome/TravelGuidelines/). | ||
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| ## Overview of Steps to Reimbursement: | ||
| For a quick overview, you can check out Lia's video [here](../../assets/Concur_howtovideo_tripreimbursement.mp4). | ||
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| Explanation on how to complete each step is listed below | ||
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| 1. Prepare expenditure justification form as described below. | ||
| 2. Update the lab travel expense tracker | ||
| 3. Send receipts and expenditure justification for pre-review (BEFORE PI signature) | ||
| 4. Incorporate feedback and submit receipts and expenditure justification via CONCUR | ||
| 5. You will receive notice if it has been approved via email | ||
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| Note: If you have booked something via Concur and NOT paid via your own card, you just have to prep the expenditure justification form, have it approved and get it signed. There is no need to then create an expense report and then submit it with the expenditure justification. See the "Booking flights via Concur section" - note this also applies to hotels booked through Concur. | ||
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| ## Prepping the Expenditure Justification Reports | ||
| For each expenditure you must first prepare the standardized Expenditure Justification report. It is STRONGLY encouraged to use a previously approved justification report examples to avoid multiple rounds of rejection and revision. Prior examples can be found on PennBox (you can ask Lia to be shared on the CONCUR folder). It is encouraged to retain as much wording from previously approved documents as possible while maintaining accuracy. A blank copy of the expenditure justification form can be found [here](https://www.med.upenn.edu/ggeb/assets/user-content/Financial%20Forms/penn-a21-form.pdf), but again editing a previously-approved example is far preferred to starting from a blank copy. | ||
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| ### Fill Out Expenditure Form | ||
| _Project Title_: Fill in the name of the study the expense will be billed to | ||
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| _Principle Investigator_: Dr. Theodore Satterthwaite | ||
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| _Project/Grant Number_: This is the funding nickname for project/Sponsor. Please ask Ted what fund to use on the #concur channel. | ||
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| _Funding Source_: This is a 26 digit budget code. Ted has these, ask on the #concur channel. | ||
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| _Description of Expense_: Brief description including how the expense was paid for and to which vendor. (ex. To reimburse Dr. Satterthwaite for monthly subscription to CircleCI vendor for data management) | ||
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| _Amount of Expense_: Total amount requesting reimbursement, itemize if necessary. | ||
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| _Date of Expense_: Date that the transaction occurred | ||
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| _Explanation or Cost Allocation and Justification of Expense_: Fill out why the expense was necessary. See examples and modify as needed. For travel it is **essential** to include the phrase "present research data" in the justification. | ||
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| _Signature_: Obtain Ted's signature (or PI of grant if not Ted) AFTER approval of the rest of the form | ||
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| If you need to get the fund number to complete your expenditure justification form, message in the `#concur` slack channel and state | ||
| 1. What the expense you are trying to get reimbursed is | ||
| 2. The name of the fund Ted told you to request reimbursement fro | ||
| 3. How this expense relates to that fund | ||
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| For step three, think of why the expense is relevant to the fund. It might be beneficial to think about how the expense: | ||
| A. Will help address the aims of the protocol | ||
| B. Will benefit the lab and its members | ||
| C. Will help promote future collaboration/research/publications, etc. | ||
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| If you have any questions for Lia about concur, please send them in the `#concur` slack channel and specify what the problem you are having is. Please do NOT send direct messages -- post them on the open #concur channel. | ||
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| NOTE: If you are unsure about this step please feel free to review this form with Lia on the #concur channel before sending this to John Hyon ([email protected]) or the business team ([email protected]) - try to avoid emailing him with concur q's. | ||
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| ## Adding delegates | ||
| Please give Concur delegate access to: | ||
| Please give Concur delegate access to the finance team members below. This only needs to be done once. | ||
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| 1. Stace Moore | ||
| 2. Patrick Doyle | ||
| 3. Lucinda Bertsinger | ||
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| Instructions for this can be found [here](../../assets/concur_delegate.pdf) | ||
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| ## Update the Travel Reimbursement Tracker | ||
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| Equity and transparency in use of support of travel is important, and will be openly tracked moving forward. If you are not on this sheet already, make yourself a row. If the conference you are attending is not listed, create it as a column. Then fill in the amount you are requesting support for in the cell that correpsonds to your row and that conf's col. Only record the amount you are asking for support _from the lab_. Do NOT include any expenses that were covered by travel awards or other individual-specific funds. | ||
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| ## Booking flights via Concur | ||
| Note: Sharon Liu is no longer our travel approver, John Hyon([email protected]) is. Before you book anything on Concur, make sure your profile is updated to reflect this so that requests are routed to the right person. (Profile > Company Information > Travel Approver on Concur should say John and not Sharon). | ||
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| 1. Prepare an expenditure justification form as in the instructions (DM Ted for which funding source, then ask Lia on this channel for the corresponding code and she’ll DM the code). Send this to John and get it signed by Ted. | ||
| 2. Simultaneously, select flights directly through Concur (login via Pennkey, select destination and dates under Trip Search) | ||
| 3. After selecting the flights, payment option = billing goes directly to the UPENN DIRECT BILL ACCOUNT* (...9836) | ||
| 4. Next page is trip booking information: | ||
| - trip name is filled automatically | ||
| - add business justification and optionally a trip description, e.g. something like Poster presentation at the OHBM 2023 conference for Dr. Ted Satterthwaite | ||
| - if known, add funding code under Notes to Approver | ||
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| To do this, go to Profile Settings —> Expense Settings —> Expense Delegates | ||
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| ### Approval from Business Administrators | ||
| Send the prepared Expenditure Justification in word document form to ([email protected])/ the finance team ([email protected]) for pre-review BEFORE submitting via concur AND PI signature on the form. Please cc Ted and Lia on all emails regarding reimbursement. Note that John is EXTREMELY busy and we try to limit asking them lots of q's if possible-- please ask q's on the `#concur` slack channel first. | ||
| ## Get approval for the expense | ||
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| Make sure to also send the receipt for all expenses. The receipt _must include_ the confirmation of payment (not just the invoice), how the payment was made (typically last 4 digits of the card listed on receipt), each expense itemized, the total amount paid, and the date the payment was completed. Note that alcohol is never an allowable expense. | ||
| Email Ted to ask for approval of expense and ask the funding source; take a screenshot. You will need to provide this in the expense report. | ||
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| John may give you edits, but once the form has been approved you can convert the document to PDF to be uploaded to CONCUR if needed. | ||
| ## Create your expense report | ||
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| Please review [this powerpoint](https://github.com/PennLINC/PennLINC.github.io/blob/main/assets/Flux%20Concur%20Guide%20(1).pdf) which provides an excellent step-by-step guide for a typical expense report from a confernece (thanks to Juliette!). | ||
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| After you've created your report, it is good to review the checklist from the finance team | ||
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| ## Submitting report via CONCUR | ||
| Note that Lia's video does a good job of covering [this](../../assets/Concur_howtovideo_tripreimbursement.mp4) step. | ||
| CONCUR Checklist From the Finance Team | ||
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| Navigate to the [CONCUR website](https://cms.business-services.upenn.edu/penntravel/expense-report.html), click on the "CONCUR" icon, and sign in with your PennKey | ||
| - Report Header: | ||
| - Check to make sure correct conference dates are listed | ||
| - Business Justification: “Travel to SOBP to present data relevant to grant X/Y/Z”, etc | ||
| - Notes to Approver: Indicate funding source that Ted provided (”Please use fund X”). Account numbers are not needed. | ||
| - Documentation | ||
| - Proof of PI approval: screenshot of Ted’s approval email. | ||
| - Conference Registration: Attach photo of your conference ID; often this is attached to the hotel/lodging expense. | ||
| - Conference Itinerary: Attach PDF of conference schedule; often attached to the conference registration fee expense. | ||
| - Note: for all expenses, the receipt must display your name + last 4 digits of credit card #; if it is not listed on receipt then please attach documentation from your credit card portal for that expense. | ||
| - Transportation receipts (flight, train, taxi/ride share). | ||
| - Hotel/Lodging receipt — must be itemized by expense type (taxes, parking, etc) | ||
| - Meals: | ||
| - Per Diem (do not request per diem for any meal that was provided by the Conference or Business Dinners when you were treated by another party) | ||
| - Business Lunch/Dinners | ||
| - Itemized receipt | ||
| - Comment should breakdown the total (e.g. food+drink+tax+tip = total) | ||
| - Attendees added to the Attendees List (name, position and company required) | ||
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| Extensive additional resources on expense reports can be found [here](https://benhelps.freshservice.com/support/solutions/folders/15000071879). | ||
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| ### Start Your Report | ||
| - Click _"Start a Report"_ on the top right, which will take you to the _Report Header_ page | ||
| <img src="/assets/images/startareport.png" alt="startareport"> | ||
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| ## Ask the finance team to review your report | ||
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| ### Complete Report Header | ||
| - _Type of Travel/Reimbursement_: if expense involves travel, you will select either domestic, international, local (<50mi.); any other expense, you will select Non-Travel Expense -- (for expenses that include overnight travel -- see "CONCUR Troubleshooting" for more helpful links & per diem) | ||
| - _Country Code_: Whatever country the expenses are from | ||
| - _Report Name_: Create an informative report name | ||
| - _Business Justification_: 1-2 sentences describing the report e.g., “Dr. Satterthwaite traveled to [city] to present data findings at [conference name]. See the expenditure justification report attached for all expenses.” | ||
| - _Trip Begin Date/Trip End Date_: if it’s a travel report, include those dates | ||
| - _LEAVE EVERYTHING ELSE AS IS_ | ||
| - Click _NEXT_ to continue | ||
| <img src="/assets/images/CONCUR_reportheader.png" alt="reportheader"> | ||
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| ### CONCUR Report Main Page | ||
| - Select "New Expense" and select the category that best matches your expense | ||
| - Note: each receipt must have it's own expense entry, each item on the receipt must be itemized below it's entry. | ||
| - For Ex. If you are creating a report for a conference where you took a flight that had taxes and paid for conference registration, these would be two expenses under the same report. One expense will be “flight” which you will itemize for cost of flight and then taxes (see example below). The other expense will be listed as “conference fees” This can be tricky but Sharon Lui and Sophia Linguiti can be resources if you need help. | ||
| - Note: Alcohol can never be reimbursed via University/Grant Funds and Taxes are not reimbursed. Can mark those items as "non-reimbursable" under the itemization | ||
| - Enter the vendor, transaction date, city, total amount, and a business justification similar to that listed on the report header. | ||
| - Click "attach receipt" on the bottom right where you will attach both the _receipt_ for the expense and the _expenditure justification form_ | ||
| - Click _SUBMIT_ when you are done | ||
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| - You will get a notification within a few days if the concur report has been approved or if it has been sent back with edits. | ||
| <img src="/assets/images/example concur report.png" alt="examplereport"> | ||
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| Email Patrick that you’ve created the report and ask him to review it. Once any subgested edits are incorporated, you can submit it. If a concur report is returned, you can find the business administrator's feedback by clicking into the report where you see the listed expenses --> click “details” --> “comments” – this is where approvers will comment if they need additional information or documentation | ||
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| ## Update the Travel Reimbursement Tracker | ||
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| Equity and transparency in use of support of travel is important, and are openly tracked; please see the tracker pinned in the #concur channel in slack. If you are not on this sheet already, make yourself a row. If the conference you are attending is not listed, create it as a column. Then fill in the amount you are requesting support for in the cell that correpsonds to your row and that conf's col. Only record the amount you are asking for support _from the lab_. Do NOT include any expenses that were covered by travel awards or other individual-specific funds. | ||
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| ## CONCUR troubleshooting | ||
| - If a concur report is returned, you can find the business administrator's feedback by clicking into the report where you see the listed expenses --> click “details” --> “comments” – this is where approvers will comment if they need additional information or documentation | ||
| - <img src="/assets/images/Comments.png" alt="comments"> | ||
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| - Helpful websites for filing overnight travel expenses on CONCUR: (for per diem) | ||
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| - **Step 1** set up an itinerary: [https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20create%20itinerary%20for%20per%20diem%20-%20nui.pdf](https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20create%20itinerary%20for%20per%20diem%20-%20nui.pdf) | ||
| - **Step 2** enter per diem for meals: [https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20enter%20per%20diem%20for%20meals%20-nui.pdf](https://cms.business-services.upenn.edu/penntravel/images/stories/NUI-TEM_Training/cncrtr%20-%20enter%20per%20diem%20for%20meals%20-nui.pdf) | ||
| ## Booking flights via Concur | ||
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| - Helpful websites for filing for reimbursements at UPenn: | ||
| - [http://cms.business-services.upenn.edu/penntravel/about/faqs-and-helpful-information/expense-faqs.html](http://cms.business-services.upenn.edu/penntravel/about/faqs-and-helpful-information/expense-faqs.html) | ||
| - [https://www.concursolutions.com/home.asp](https://www.concursolutions.com/home.asp) | ||
| Booking flights via Concur is vastly preferred over booking flights on your own. In addition to obviating the need for trainees to carry the expense until reimbursement, it also automatically provides Penn travel insurance. | ||
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| - For further help contact: | ||
| - Lia Brodrick - [email protected] | ||
| 1. Before booking flights, ask Ted (via email or DM) what the fudning source should be. | ||
| 2. Check that your travel approver is John Hyon. In Concur: Profile > Company Information > Travel Approver. | ||
| 3. Select flights directly through Concur (login via Pennkey, select destination and dates under Trip Search). | ||
| 4. After selecting the flights, payment option = billing goes directly to the UPENN DIRECT BILL ACCOUNT* (...9836). | ||
| 5. Next page is trip booking information: | ||
| - trip name is filled automatically | ||
| - add business justification | ||
| - Add funding code under Notes to Approver | ||
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| - If you need help and would like another person to be able to view your concur, you can add them as a delegate following the instructions linked above. | ||
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| ## Purchase Orders (PO) | ||
| - To order supplies that are within our Penn system, you need to complete a series of trainings. This will be for when Ted needs to order certain supplies that can be found in the Penn marketplace. You will be responsible for preparing the purchase order and putting into place for the next step of approvals. | ||
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@@ -168,4 +89,5 @@ Navigate to the [CONCUR website](https://cms.business-services.upenn.edu/penntra | |
| - Penn Marketplace Non-PO Payment Request for Preparers Curriculum | ||
| - Penn Marketplace Non-PO Payment Request - Application Training for Approvers | ||
| - Penn Marketplace Non-PO Payment Request - Application Training for Preparers | ||
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