June 6, 2019 – Cash Returns to UD Concur Training June 6, 2019 – Cash Returns to UD

Cash Returns to UD

Personal Non-Reimbursable Charge – Cash Return to UD Personal Non-Reimbursable Expenses – possible scenarios Employee claiming Per DIEM but accidentally charged a meal on the UD credit card Employee accidentally used the UD credit card instead of personal credit card

Personal Non-Reimbursable Charge – Cash Return to UD Use the Details dropdown to select Totals Employee claiming Per DIEM but accidentally charged a meal on the UD credit card The charge for the meal will be deducted from the total Per DIEM due to Employee Employee accidentally used the UD credit card instead of personal credit card If there are no other expenses reimbursable to Employee, the total amount for the charge This will create a voucher in Accounts Payable with a Negative Dollar Amount for the Employee

Use Cash Transmittal form to pay cash back Use the Cash Transmittal form to pay cash back For Cash to be applied correctly Use SpeedType: L1NDTE In the memo line enter Last Name, First Initial and Report Key from Concur Select Scott Stewart as Purpose Code Approver from the drop down Upon completion of the Cash Transmittal Form – Scott & AP team will record the payment against the Negative Voucher for the Employee referencing the Cash Transmittal REQ ID

UD-Detailed Report with Summary Data Person Non Reimbursable Payments are handled centrally from L1NDTE for tracking purposes and will not hit the Department Purpose Codes. Use the UD-Detailed Report with Summary Data to verify – there will be no allocations for personal non-reimbursable charge – always charged centrally to L1ACCR (for Credit Cards) or L1ADBC (for DBC cards) L1NDTE is auto Populated

Cash Advance – Unused Cash Return to UD Cash Advances are issued centrally through Purpose Code A2DCUR Cash Advance Returns will also be processed centrally through A2DCUR The expense will be posted to the Allocated Purpose Code when the Cash Advance is used Cash Advance Return will create a voucher in Accounts Payable with a Negative Dollar Amount for the Employee A2DCUR is auto Populated

Use Cash Transmittal form to pay cash back Use the Cash Transmittal form to pay cash back For Cash to be applied correctly Use SpeedType: L1NDTE In the memo line enter Last Name, First Initial and Report Key from Concur Select Scott Stewart as Purpose Code Approver from the drop down Upon completion of the Cash Transmittal Form – Scott & AP team will record the payment against the Negative Voucher for the Employee referencing the Cash Transmittal REQ ID

Unused Cash Advance Return UD Detailed Report with Summary Data with Allocation Detail Please Note: In this case Miscellaneous Account was used for ATM Fee Only because ATM fee was Not setup yet in Oct, 2018. It has been added since and is available Now UDataglance view of Expense – Cash Advance Usage of $1.00 for pens posted for Purpose Code: VPFN11000 Acct Code: 141000

Cash Advance - Unused Cash Advance Return UDataglance view of Expense – Cash Advance Usage of $3.50 ATM fees posted for Purpose Code: VPFN11000 Acct Code: 149800 Card Transactions will reflect Vendor Name in the Description field Cash Advances will reflect Employee Name in the Description field Pcard Holder in cases of Cash Advance is not displaying correctly, like in this example Changes to display the correct Pcard Holder Testing has been completed Will be Moved to PROD soon!

Cash Advance – Overspent When the Employee had an expense that exceeded the Cash Advance Amount The Expense will be posted to the Allocated Purpose Code in this case VPFN110000 with the breakdown for cash advance Amount Due to Employee will create a voucher with a positive amount and be paid to Employee from Purpose Code L1NDTE

Cash Advance – Overspent UD Detailed Report with Summary Data with Allocation Detail UDataglance view of Expense – Cash Advance of $1.00 and Spend of $9.00 posted for Purpose Code: VPFN11000 Acct Code: 133604 Cash Advances will reflect Employee Name in the Description field.

Report to Monitor Cash Advance The Department can monitor the Cash Advances for both UD Credit Card and DBC using this Report Public Folders ‎> University of Delaware (p00539263hd7) ‎> 01. Campus Users Reports - Version 2 UPDATED 11. All Cash Advances - with Date Prompt for CC & DBC (Issued and Completed) Use Payment Type column to filter for UD Credit Card or DBC Use the Cash Advance Status to monitor to have users complete the Cash Advance Report Amount is displayed in the local currency in the Country where the Cash is withdrawn Vietnamese Dong $45 USD

Overdue Cash Advance NOT Returned Will be reflected in Purpose Code L1NDTE Email Reminders are sent from Concur Scott Stewart from Accounts Payable team will follow up to collect Payment. In the interim if there is any reimbursement payment going out to Employee – there will be a voucher with a positive amount that will be used to offset the voucher with the negative amount for the Employee. In the below example user had a $19 Cash Advance Return from Concur Report Key 64 Then later a Reimbursement Request for $40.50 from Concur Report Key 341 User got paid $21.50 Example of Payment Voucher adjusted after completion of Cash Transmittal

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