Concur Org Detail Report Reminder

  • November 11th, 2019
  • in News

Did you know that we can automatically deliver your monthly Concur activity to you in a downloadable spreadsheet?  On the 5th of each month, Concur generates and emails the “Concur Org Detail Report – Prior Month Activity” to all org approvers and additional assigned recipients by Banner org.  If you do not recall receiving these emails, but you are assigned as an org approver, please check your Outlook rules and your junk folder.  These emails are delivered from “autonotification@concursolutions.com,” so if you have set a rule for Concur emails, then you might be automatically filtering these.  We have received great feedback on these reports, so please make sure you are reviewing to see if they will be helpful for you and your processes.  If you do not receive the reports but think that they would be useful, please email concur@fa.ua.edu and request to be added.  Please include the org number that you would need to receive.

Coming Soon – Airbnb for Work

  • November 11th, 2019
  • in News

We are excited to announce that we are working to integrate our Concur Travel booking tool with Airbnb for Work in order to offer Airbnb homes and boutique hotels through Concur Travel. Available properties will only include those with the following features for business travelers: entire homes, instant booking functionality, self check-in available, reliable wifi, essential toiletries and amenities, and smoke and carbon monoxide detectors. Please stay tuned for more information to come.

Are you Involved with Paying Stipends?

  • October 2nd, 2019
  • in News

If so, you may have lots of questions!  Here are some of the most common questions that we see on campus relating to stipends:

  • How do I process a stipend payment?
  • Is an independent contractor form required?
  • Which payment system should be used?
  • What procedures and documentation are required?
  • Is the stipend taxable?
  • Will taxes be withheld from the payment?
  • Will UA issue a tax reporting form to the recipient?
  • Is the payment includible in the recipient’s income for tax filing?

To each of these questions, the initial answer is, “It depends”. The payment process and the tax treatment will vary by situation, depending on WHO is receiving the payment and WHY the payment is being made. Stipends can be confusing, but the good news is, help is available!  WHEN you are planning to pay a stipend, the Stipend Matrix can help you determine WHERE to start and HOW to proceed.  For step-by-step guidance, please visit the Tax Office – Stipends website.

60-Day Rule for Expense Reports

  • October 2nd, 2019
  • in News

To avoid tax consequences on expense reimbursements, University employees should remember the 60-Day Rule:  Expense reports for out-of-pocket expenses must be submitted within 60 days from the date the expense was incurred (in the case of travel, within 60 days from end of trip).

Per federal tax regulations, expenses submitted after 60 days will be reported as taxable income to the employee, and applicable Federal, State, FICA and Medicare taxes will be deducted from a subsequent salary check.

Timely reporting and submission of expense reports is the responsibility of the employee being reimbursed regardless of whether the employee self-submits or has designated a delegate for expense reporting.

When combining smaller instances into one expense report, employees are encouraged to submit at least once a month (For example, mileage logs or multiple small out-of-pocket expenses).

The 60-Day Rule is stated in the UA Spending Policy, the UA Travel Policy, and the UA Tax Office Fringe Benefit Taxation site.

International Checks

  • September 5th, 2019
  • in News

Did you know a UA issued check could be unusable if mailing internationally? Accounts Payable recommends wiring funds when paying international vendors. Please consider the following prior to selecting International Mail when processing your invoice in Concur. Checks can take months to arrive at an international address. Vendors often experience issues when cashing checks drawn on a US bank. Overall, wires are more efficient and allow for vendors to receive payments faster.

In-State Per Diem and the P-Card

  • July 8th, 2019
  • in News

Please remember that when you are travelling on official University business within the state of Alabama, personal meals, lodging and gratuities should not be paid on the P-Card due to State of Alabama per diem laws.  These expenses should be paid out of pocket and reimbursed at the in-state per diem rates via Concur.  Business entertainment meals with a valid justification while in travel status are allowable on the P-Card.  Additionally, if an employee is traveling within the state of Alabama to attend a convention, conference, seminar or other meeting of a state, regional, or national organization of which the state or individual is a dues-paying member, the employee may be reimbursed for their actual expenses for meals and lodging in addition to the actual expenses for transportation.  When in-state travel falls under this specific exception, the P-Card can be used for lodging expenses, and the meals and incidental expenses will be reimbursed according to the GSA per diems established for the travel destination.  Please refer to the UA Travel Policy for additional guidance.

When do I use the Entertainment Expense Form?

  • June 1st, 2019
  • in News

Section 6.3 of the UA Spending Policy details the documentation required for any entertainment expenditures.  Completing the Entertainment Expense Form will ensure that the following is documented in accordance with UA Policy.  If you can include all required information below in the Concur Expense Report or Concur Invoice, the Entertainment Expense Form does not have to be attached.

  • Identification of the person or group to be entertained, including the relationship of the persons in attendance to the particular aspects of the University program that will be benefited. This information includes titles, committee names, the field of interest of the person or group being entertained, the reason for inviting the visitor(s) to campus, and other relevant details.
    • For entertainment of small groups (10 or fewer), the names of all persons attending must be shown
    • For entertainment of 10 or more individuals, only the name or names of the honored guest or guests must be indicated, with the number of persons attending.
  • A statement as to the reason or purpose of the entertainment, including the purpose and benefits of the program to the University must be clearly indicated and understood by anyone outside the department reviewing the voucher.
    • If the function that included the entertainment is held away from the University campus, an agenda for the function must be attached.
    • If entertainment includes only UA employees, an explanation as to why it had to occur at breakfast, lunch, or dinner is necessary.
    • The date and place of entertainment.

As a reminder, entertainment events can include meals and refreshments at UA functions if the meals and refreshments are incidental to the meeting or training. The primary purpose of the meeting or educational/training session in which the meal or refreshments are provided or consumed shall be directly related to the business of the University.

PaymentWorks – Coming Soon!

  • June 1st, 2019
  • in News

We are excited to share that Accounts Payable is working to configure and implement a new supplier information system, PaymentWorks, which will automate the vendor onboarding and update process.  Using the system, vendors can submit and update their business information as necessary and also view the status of payments.  Our planned GoLive with the PaymentWorks system is late summer 2019.  As part of the implementation, several users on campus acted as “initiators” last week and invited new test vendors to register using the system.  Through this testing, we received positive feedback regarding the ease of use and the features that will be available to campus users.  Please stay tuned as we will be providing training on use of the system as part of the GoLive phase.  The video below provides more information about the PaymentWorks system.


PaymentWorks Youtube Video

Reminder of 60-Day Rule for Expense Reimbursements

  • May 1st, 2019
  • in News

All University employees who submit Expense Reports for reimbursement should remember the following:

  • Expense Reports for out-of-pocket expenses must be submitted within 60 days from the date the expense was incurred. Travel Expense Reports must be submitted after completion of the trip but within 60 days of the traveler’s return.
  • Per federal tax regulations, Expense Reports submitted after 60 days will be considered taxable income to the employee, and the appropriate taxes will be withheld from a subsequent salary check.
  • When combining smaller instances into one Expense Report, employees are encouraged to submit at least once a month. (For example, mileage logs or multiple small out-of-pocket expenses)

The 60-day rule is stated in the University’s spending and travel policies and is necessary to comply with the IRS safe-harbor guidelines for expense reimbursements. For more information, refer to the Tax Office website.

Approver View for Invoice Payment Requests

  • April 1st, 2019
  • in News

Did you know that you can modify the layout of the Invoice Payment Requests that you review and approve? Concur allows for the Invoice Images that were uploaded to the Payment Request to appear automatically in the Payment Request view without having to be opened. To update your settings, open an invoice image in an Invoice Payment Request and click on the Pin icon Concur Invoice in the top right corner. After doing this the Invoice Image will appear in the same view as the Invoice header and line item details. If you do not like the updated consolidated view, you can revert to the previous settings by clicking the Unpin icon Concur Invoice in the top right corner of the image.

Concur Invoice