Concur Project Update – August, 2009 U-M Procurement Services, Concur Project Team

Agenda  Concur update  New U-M travel and expense policies  How Concur applies these policies  Pilot Unit Readiness  Pilot Training The Concur Project, University of Michigan,

Concur Travel saves U-M money on reservations and administrative time in creating Expense Reports. Concur Expense combines P-Card reconciliation and Non-PO Voucher (reimbursements). Electronic Approval reduces paper reporting & routing. How Will Your Unit Use Concur?  Report Expenses (required)  Submit booked travel, P-Card, & “out-of pocket” expenses  Apply Cash Advances  Allocate & itemize, as appropriate  Fax or attach receipts  Approve Expense Reports (required)  Book Travel  Employees and/or their defined Travel Arranger(delegate) book travel  Book online or use U-M travel agency  Request Cash Advances The Concur Project, University of Michigan,

Concur Update  Pre-Pilot  Procurement Services and Fin CPU  August 17, 2009  Pilot on target for October 15, 2009  Campus implementation  Targeting Winter 2010, based on Pilot results The Concur Project, University of Michigan,

Concur Update Key events since April 2009:  Working Group sessions completed  Good feedback regarding Concur system tasks and business processes  System configuration completed  Steering Committee sessions held  Strategic U-M Business Process decisions  Pilot departments identified  Pilot Unit Readiness approach verified  U-M Travel & Expense Policies updated The Concur Project, University of Michigan,

Travel/Expense Policy Changes Include: 6 The Concur Project, University of Michigan, 2009 PolicyDetails (SPG Travel &Business Hosting ) Submit expense reports in Concur within 45 days 45 days from the end of trip/hosted event, or from the transaction date (supplies, out-of-pocket) P-Card transactions expensed within P-Card cycle Per Diem for Travel MealsUS General Service Administration (GSA) rates apply: entType=GSA_BASIC&contentId=17943 Hosted Meals $20 alcoholic beverage allowed per person per event Prior approval for exceptions required Hosted meal on travel status reduces Per Diem portion Booking Flights At least 14 days in advance First/Business Class requires prior approval MileageLocal, in-town mileage not reimbursable Planned rollout October 15, 2009 Campus communication plan – materials to be available 1 st week of September

Concur Application: Per Diem Process  Concur prompts for travel allowances (per diems) when creating report  Event or Travel End Date specified in Report Header  Itinerary required  Departure/Arrival dates/times for each stop  Defines per diem allowance for travel meals The Concur Project, University of Michigan,

Concur Application: Per Diem Process continued  Per Diems are pro- rated  100% for a full day of travel (24 hours)  75% for the departure / return dates  Reduced if meals “provided” during travel  As part of a conference  Hosting  Recruiting The Concur Project, University of Michigan,

Travel/Expense Process Change When You Owe the U-M If you owe U-M (Concur)  Funds owed processed by U-M Payroll  Funds deducted and itemized on your next paycheck (based on your payroll cycle) The Concur Project, University of Michigan, 2009 You owe the University when you have: Unused ATM Cash Withdrawals Unused Cash Advance Personal expenses accidentally charged via P-Card If you owe U-M (Today)  You write a check to the U-M  You deposit the check at the Cashier’s Office or your Departmental Depositor handles the deposit  You attach written confirmation of the Deposit to your Expense Report 9

Pilot Participants  Finance  School of Information  School of Social Work  School of Dentistry  University Audit  ITS (FIN CPU)  LS&A (Chemistry, English, Physics, Statistics)  Medical School (Pathology, Part of Internal Medicine) The Concur Project, University of Michigan,

Pilot Unit Readiness Unit Readiness provides opportunities to:  Consider impacts of Concur business processes and updated SPG  Prepare for system changes  Verify or adjust unit business processes  Review current unit approval work-flow  Remind employees of relevant U-M and unit policies  Assist the University Community by providing feedback on the Unit Readiness process The Concur Project, University of Michigan,

Concur Training & Resources  My LINC– Procurement Services Catalog  Procurement Services Website  Unit Readiness Resources The Concur Project, University of Michigan,

Concur Training & Resources My LINC  Concur Training and Resources page is the gateway to:  eLearning courses  Simulations  Procedures and job aids  Available from:  My LINC Catalog > Procurement Services  My Concur > Expense Info pane The Concur Project, University of Michigan,

All U-M employees must submit their own expense reports in Concur Concur Training & Resources “Quick Start”  Some My LINC resources are designed for unit Delegates to assist faculty, administrators, and staff with Concur:  Voice over simulations  Modify Travel and Expense Profiles  Submit an Expense Report  Book Travel in Concur  Manage Receipts  Look for the “Quick Start” section on the Concur Training and Resources page The Concur Project, University of Michigan,

Concur Training & Resources eLearning Courses Concur Expense Approver  Content  Approval notifications  Approval processes  Cash Advances  Expense Reports  U-M approval policies  Required annually The Concur Project, University of Michigan, 2009 Concur User  Content  Booking Travel  Creating Expense Reports  Managing Receipts  Notification for submission  Recommended for:  Those booking their own travel and/or creating their own expense reports  Those designated as a delegate 15

Concur Training & Resources Procurement Services Website  Concur business process information  P-Card cycle  Expense Type > M-Pathways Account mapping  Concur best practices / Frequently asked questions The Concur Project, University of Michigan,

Closing Points  Concur is a large campus-wide change  The Concur Project Team wishes to be open about the changes, providing units the ability to:  Leverage Concur travel and expense functionality  Consider U-M business process/policy impacts  Review unit business process/policies to assist with the transition to Concur  Educate employees on relevant policies  The Concur Pilot will provide key feedback to evaluate the change management approach prior to campus go-live. The Concur Project, University of Michigan,

Questions? Contact Us:  Procurement Solutions Team (Customer Service) at , option 1, or The Concur Project, University of Michigan,

Thank You for Your Time Today!