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

2. I’m no Ken!

3. 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

4. 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

5. 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?

6. 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

7. Concur Detect

8. 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

9. Exemption Card

10. Exemption Card

11. 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. 

12. 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