Category: News

PO Invoices

If your department receives a Purchase Order invoice, either email the invoice to acctspay@fa.ua.edu. or send via intercampus mail to Box 870137. PO invoices are not processed through Concur, so please do not create a Concur invoice for a PO payment.

In-State Per Diem Follow-up

Last month, we informed you of a change in the State of Alabama law regarding In-State Per Diem. This change expanded the exception noted under Section 2.10.5 of the UA Travel Policy to include both state or national organizations of which the state or the individual is a dues paying member. As a result, UA personnel traveling to attend a conference, seminar, or other meeting of a state or national organization of which the state or the individual is a dues paying member can receive reimbursement for lodging and meals based on the guidance in Section 2.11 and 2.12 of the UA Travel Policy. As this exception is new, please contact Accounts Payable if you have any questions about whether a conference or event you are attending is truly exempt from In-State Per Diem. If your event is determined to be exempt, you may charge your lodging to a UA P-Card. Personal meals would continue to be paid out-of-pocket but would be reimbursed at the GSA rate rather than the In-State Per Diem Rate.

In-State Per Diem Update

The State of Alabama law regarding in-state per diem has been updated with the enactment of HB 550. This update expands the exception noted under Section 2.10.5 of the UA Travel Policy to include both state or national organizations of which the state or the individual is a dues paying member. As a result, UA personnel traveling to attend a conference, seminar, or other meeting of a state or national organization of which the state or the individual is a dues paying member can receive reimbursement for lodging and meals based on the guidance in Section 2.11 and 2.12 of the UA Travel Policy. If you have any questions regarding this exception, please contact Accounts Payable. The UA Travel Policy will be updated to reflect this change in the law.

Sponsorship Approvals

Remember to submit your sponsorships to Accounts Payable for review and approval prior to entering into any sponsorship agreements. Many UA departments sponsor events, organizations, and activities where a mutually beneficial relationship exists. For these sponsorships, Accounts Payable will review the purpose of the sponsored entity, the business purpose for the sponsorship, and the benefits UA will receive, either directly or indirectly. Please also state in your explanation if any UA logo or artwork will be included in any event materials. If so, prior to obtaining sponsorship approval from Accounts Payable, you must route the sponsorship through the Branding and Licensing Approval Form process and provide the approved form to Accounts Payable. Also include any available sponsorship agreements or invoices with your information for review. Remember if the sponsorship agreement includes a line for a UA signature, the agreement will have to be reviewed by Contract Management as well. Submit all sponsorships for approval to Mary Katherine Weaver.

New Relocation Account Codes

In preparation for the upcoming peak moving season along with the rollout of the Concur Travel and Expense system, we have updated the account codes that should be used for relocation expenses. The number of account codes related to relocation expenses has been reduced from 11 codes to six in order to simplify the process of classifying relocation expenses. Additionally, the Tax Office has provided additional descriptions around what types of expenses should be charged to each account code. An updated Classification of Relocation Expenses document has been published to the Policies and References section of the Account Payable website. For further information on Relocation, please see the Relocation / Moving Expenses section of the Fringe Benefit Taxation page on the UA Tax Office website as well as the UA Spending Policy – Section 1.8 Relocation/Moving Expenses.

Looking for Information on Concur?

ConcurProcurement Services has put together a UA Concur website to provide helpful information to campus users regarding Concur, our new travel and expense management system. Concur will be our primary system for making travel reservations, reconciling non-travel P-Card transactions, submitting travel expense reports (including travel P-Card transactions), processing payments for non-UA individuals and payment of vendor invoices. The website includes user guides for the four Concur Modules – Request, Expense, Invoice and Travel – as well as helpful information on setting up and accessing several mobile apps that can be used in conjunction with the web-based system. The site can be accessed directly or from the Accounts Payable and P-Card Services homepages.

Branding Approval for Sponsorships

Strategic Communications recently announced that all advertising and marketing materials must route through their office for review and approval effective March 1st.  All materials that go to external audiences and all advertising materials will need to use this process. This includes, but is not limited to, print advertising, brochures and other collateral materials, giveaway items, invitations, digital ads and graphics, radio and television ads, outdoor advertisements (billboards, bus shelters, bus wraps, etc.), magazines and other promotional materials.  This guidance will apply to any sponsorships in which UA’s logo or any other artwork will be included in any of the event materials.  Prior to obtaining sponsorship approval from Accounts Payable, you must route the sponsorship through the Branding and Licensing Approval Form process. 

For more information on the updated policy, please visit the Brand Approval page on the Strategic Communications website.

How do I submit International Travel Requests for Approval?

As part of our recent Travel Policy updates, we have formalized the required prior approval for international travel. Travel is considered international when it occurs anywhere outside the United States of America, the District of Columbia, Puerto Rico, or Canada. This approval will be automated through an International Travel Request once Concur is fully implemented on campus. Until that time, you should continue to submit international travel requests as you have in the past. Copies should be provided to the Capstone International Center (135 BB Comer; Box 870254).

Policy Updates

As you know, based on recent communications, we have been reviewing many of our policies in Accounts Payable as part of our transition to the Concur travel and expense management tool. We are undergoing these reviews to ensure that we are effectively utilizing our new tools and resources available through Concur.

Travel Policy:

  • Significant updates to the Travel Policy were announced by email on January 5. View our Updated Travel Policy post for full details.
  • A clarification was communicated by email on January 19. View our Travel Policy Clarification post for full details.
  • A new online course titled UA Travel Policy has been developed and is now available through SkillPort. It is recommended for any UA Employee who will travel, approve travel, make travel arrangements, or prepare travel expense reports.

Spending Policy:

Our updates to the Spending Policy are primarily to prepare for the Concur implementation by adding language regarding the new system. Please review the Spending Policy to see the updates.

Please contact Accounts Payable if you have any questions regarding the new policies.

Travel Policy Clarification

Following our recent Travel Policy update, we have received many questions regarding the new GSA per diems for meals and incidental expenses and how to apply the per diems to partial-day trips. For a partial-day trip in which the traveler does not spend the night, GSA only allows a per diem if the trip is over 12 hours. We have reviewed many trips and scenarios for this application and have updated the Travel Policy in order to provide an amount for travelers.

Going forward, meals and incidentals for partial day trips for UA employees with no overnight stay will be reimbursed depending upon the length of travel in the same method as In-state travel. In-state partial day per diems will apply regardless of the travel destination.

For example, if an employee travels to Jackson, Mississippi, for 10 hours, the employee would receive $11.25 for meals and incidentals for travel of 6-12 hours. If an employee travels to Jackson, Mississippi, and stays overnight, the employee would receive the amount specified by the GSA for meals and incidentals based on the destination and duration of the trip.

We have updated our Travel Vouchers on the website to reflect this change. Please see the below listing of travel vouchers available.

This policy update is effective immediately and will be applied to any 2017 Travel Vouchers not already processed for payment.

Note there have been no changes to Non-Employee travel.