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.
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.
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.
When completing an Expense Report in Concur for overnight travel within the State of Alabama, you should select the Report Type based on the reimbursement method you are using (See UA Travel Policy Section 10.0 – In-State Travel for UA Employees). If utilizing the GSA reimbursement method, select “Domestic Overnight” as the Report Type within the Report Header. If utilizing the State of Alabama in-state per diem reimbursement method, select “In-State Overnight (1 night)” or “In-State Overnight (2 or more nights)” as the Report Type within the Report Header.
The University of Alabama’s preferred method of payment is direct deposit. All payments should be made via direct deposit when submitting expense reports and payment requests. Direct deposit (ACH) payments are processed daily. In the event a check must be issued, checks are only printed once a week, on Wednesday. Payments (check and direct deposit) for Foundations are processed once a week. For all types of payments, allow at least seven to ten business days for processing by Accounts Payable. All payments should be processed timely.
With the expense report open, click the Add Expense button and select the Vehicle Mileage Expense Type. The mileage form will open with the required and optional fields displayed, including the Mileage Calculator link. Complete all required and optional fields as appropriate. Click the Mileage Calculator link and review and update the route as appropriate. If round trip mileage should be calculated, click Make Round Trip. Click Add Mileage to Expense and then click Save.
Using personal automobiles for business travel is reimbursable when it is the most economical mode of transportation or when safety issues justify the additional cost. The Traveler will be reimbursed up to the current IRS-authorized mileage rate for miles incurred. Current IRS mileage rates are maintained on the Accounts Payable website. Please review the links below for additional information.
https://accountspayable.ua.edu/mileage-rates/
https://accountspayable.ua.edu/travel-policy/#Ground
Before ordering custom-printed items such as promotional items and clothing, please review the information provided on Purchasing’s website regarding Branding & Licensing. A Branding & Licensing Approval Form is required for these items and should be attached as documentation for the expense in Concur. If a purchase is made without approval, it is possible that the product will not be allowable and will need to be refunded by the company or reimbursed to UA.
