CONCUR EXPENSE PROJECT (FOR TRAVEL, NON-TRAVEL & OUT OF POCKET REIMBURSEMENTS) 1

Concur Overview Concur – a web-based travel booking and expense reporting tool. -Travel booking will process through Concur -Electronic receipts will be uploaded into the expense report Travel management company use is encouraged -Christopherson Business Travel will be our travel management company – use is not mandated but we expect them to be helpful and cost-effective -All pcard and out of pocket expenses will process through Concur -It will replace the current Edgar Webapps TEBM processes. -“Travel envelopes” and “monthly pcard statements” will be replaced by Concur’s electronic “expense report” -Pcard charges will import directly into expense reports in Concur 2

Higher Ed. Concur Users -Princeton University- Tulane -Notre Dame- U. of Pennsylvania -Rensselaer Polytechnic Institute- Vanderbilt -U. of Tulsa- MD Anderson -U. of San Francisco- Texas A & M - Penn. State- U. of Colorado - U. of Houston ( new customer )- U. of Michigan 3

Concur’s Capabilities -Electronic expense reporting for travel and non-travel pcard charges which minimizes the hassle of completing expense reports -Relies on electronic receipts -Scan, picture or e-receipt (Concur is negotiating e-receipts with vendors) -Allows mobile usage: process & approve reports using tablets and/or smartphones -Eliminates the need to collect, manage, and store paper receipts -Provides expense reports with more pre-populated information - Offers extensive reports, including standard reports and ad hoc reporting 4

Concur Rollout -Beta testing has begun with about 25 users -Campus-wide areas begin testing in June through mid-August. - Christopherson Business Travel provides training – this summer -Anticipated campus rollout is October, To be developed – website and/or blog, training materials, training sessions and FAQ’s. -Updates to Rice’s travel policy and procedures are in discussion. -Concur’s approval workflow requires a “one-over” approver. The use of Concur expense is mandatory – the use of the travel management company is optional. 5

Concur Home Page 6

Concur Fees Expense Reports ( required ): -Fees are based upon the # of expense reports processed; Central Administration will handle these fees. Travel Management Company ( usage is optional and encouraged ): -These fees will be charged to the department and vary depending upon how travel is booked. Fees now are included in prices for travel that is booked on-line. -Online booking: $0 (hotel & car only) to $5 (includes airfare). - Agent assisted travel: $10 (hotel & car), $24 (airfare, car & hotel) or $35 for international travel (air, car & hotel). 7

Rice Implementation Team Core Team Members Kathy Collins, VP FinanceTessie Skulski, Controller’s Office Brad Fralic, ControllerPatti Gaylord, Controller’s Office Dr. Paul Padley, Physics & AstronomyMary Widner, Natural Sciences Randy Castiglioni, Admin. SystemsBrian Soika, Procurement Wayne Robinson, Resource Dev.Marc Scarborough, Info. Technology Additional Areas and Participants Administrative Systems – David Hudson and Heather Barr Athletics – Andy Platt and Bryan Dean Controller’s Office – Gina Diaz Engineering – Teia Wright and Connie Myrick Jones Graduate School – Tim Pitts, Shundra Miles and Veronica Garcia VP Research – Hope Grant 8