Upcoming Due Date: July 25 at 5pm
- July 5th, 2024
- in Uncategorized
Transactions with a posting date between May 26 – June 25 will be due by 5pm on July 25. Cards will be suspended on July 26.
Transactions with a posting date between May 26 – June 25 will be due by 5pm on July 25. Cards will be suspended on July 26.
Many of our processes in Accounts Payable are electronic and can be initiated with a form found on our website. Each team in Accounts Payable has a section of the website which you can find in the navigation menu at the top of the website. You will find forms, policies and procedures, and other helpful links in each section of the website.
Concur allows the user to set up a delegate for Travel, Request, Expense, and Invoice Modules. Delegates are employees who are allowed to perform work on behalf of others. You can add a delegate to your Concur user profile and assign certain permissions to that delegate, enabling them to perform specific tasks on your behalf. This does not remove the user’s responsibility to review and submit the request or report.
The U.S. Bank Customer Service number (800-344-5696) listed on the back of all UA P-Cards is a valuable resource for cardholders. In addition to activating your card, reporting a card lost/stolen, and finding out why your purchase has declined, you can find out the following:
Current Balance: The amount that has been charged in the current cycle.
Current Available Credit: The amount you have left before reaching your cycle limit.
Monthly Credit Line: Your monthly/cycle limit.
Review the helpful tips for communicating with U.S. Bank. Feel free to reach out to P-Card Services at pcard@ua.edu with any questions.
When reviewing flights on both Concur and external booking sites, some travelers contact us, stating that cheaper flights can be found outside of the system. When researching these instances, we typically determine that the traveler is not comparing the same fare/class of ticket. Concur does not automatically display the lowest basic fares, as these are not “Best Practice” fares for business travel. They often come with few benefits and many restrictions. When we review “apples to apples” fares between Concur and the external booking sites, the Concur rate is typically the same or cheaper than the external site. Accounts Payable is happy to review any variances you see between Concur and external sites.
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.
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.
Please remember that due to the availability of local carriers in various countries and locations, international airfare bookings are exempt from the Concur booking requirement. These bookings must still be paid for with a UA P-Card. Travelers do not need to reach out to Accounts Payable for prior approval of international bookings outside of the Concur system. All domestic air travel is required to be booked through Concur or Christopherson Business Travel using a UA P-Card.
Transactions with a posting date between March 26 – April 25 will be due by 5pm on May 28. Cards will be suspended on May 29.
It’s almost summertime at UA, and many faculty and staff members are traveling for both business and pleasure. If you are planning on going out of town for an extended period of time, a little preparation can go a long way in preventing any disruption in p-card usage for you and your department.
If you would like for P-Card Services to temporarily suspend your card while you’re traveling, you can email pcard@ua.edu and let us know when you’ll be out of town. It would also be a good idea to assign a delegate in Concur in case anything comes up while you’re out.
Whether you’re a cardholder or an approver, it’s a great idea to download the Concur Mobile app so that you can quickly prepare, review, and approve reports on the go. Instructions for setting up Concur Mobile can be found on the Concur website.
If you’re traveling to a location where cell service or internet service are unreliable, please contact pcard@ua.edu prior to your trip so that we can help you and your department come up with a plan for preparing, reviewing, and approving reports in your absence.
Access Online user profiles are set up for UA purchasing card holders. Access Online will allow cardholders to view posted transactions, single purchase and monthly limits, balances, available credit, and other account details. If you would like to use this resource, please view the registration instructions and then log into Access Online for the first time and finish setting up your profile.
Please note: Accountholders with a ghost account (no physical plastic) will not have access to their accounts in Access Online.
If you have any questions, please feel free to contact pcard@ua.edu.