Controller’s Office Updates

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Presentation transcript:

Controller’s Office Updates Admin Forum – January 8, 2019

I’m no Ken!

Updated TBME Procedures Updated procedures to the TBME policy will be posted the 15th Reflect change in travel industry fees and services Automated suspension of pcards at 45 days past due Unreconciled expenses becomes taxable to employee at 60 days Stronger language about hotel and sales tax Additional guidance on use of cars for Rice business

Concur Detect What is it? AI powered expense report auditing tool that interfaces with Concur expense reporting 100% of expense reports are audited in real time Scans expense reports and receipts to audit against rules based on Rice University expense policy Compares expense amount to external sources such as websites and social media for average prices Potential violations of expense policy are flagged for review

Concur Detect Example Audit Procedures Is the hotel and/or restaurant receipt itemized? Travel upgrades? Does receipt total match expense total? Alcohol on receipt? Duplicate payment test? – across reports and users Age of expense over 60 days?

Concur Detect How it works Detect performs an audit against the report as it is submitted Reports without issues are sent directly to the approver – no change from current process Reports with potential issues are stopped for review by the Controller’s office Controllers office review Review and approve – send to approver Send back to submitter for additional explanation, correct receipt, etc

Concur Detect

Concur Detect What to expect After submitting an expense report, the user will see a message stating “Your report is being processed” The system is NOT foolproof. Reviewers are still responsible to review the report when it is sent to them Consistent with IRS policy, reports with expenses older than 60 days will trigger taxable income to the cardholder

Exemption Card

Exemption Card

Payroll Procedure Reminder – departments must report overpayments for all payroll-issued payments to the Payroll Office as soon as possible.  The Payroll Office will calculate and communicate the repayment amount to individuals, adjust payroll records, and request the Cashier’s Office to bill individuals for the repayment.  This will ensure accurate repayment and Form W-2 reporting. 

Housekeeping Beginning January 10, past due receivables for parking fines, Faculty Club charges and Library fines are being deducted from paychecks Sign up for electronic W-2 receipts if you haven't done so already