Concur 2.0

Streamlining of chart string values: 

• Categorize expenses one time – i.e. SAP Concur Expense Types + UCSD Expenditure Types now work together! This minimizes confusion and reduces the number of times that one must classify expenses 
  • In the current system, every time a Project/Task is used, the user needs to enter an Expenditure Type.  
  • With the Concur 2.0 Enhancements, each Expense Type is linked to an Account Code meaning that you no longer need to enter an Expenditure Type.  
• Provide only what is needed – i.e only the Project or GL will be necessary, not both. This reduces redundancies and avoids errors when making edits. Utilizing Allocations which will result in more accurate COA/POETAF postings 
  • The required CoA fields will now look like this:  
    • Financial Unit, Approver, Project, Task OR 
    • Financial Unit, Approver, Fund, Function 
  • Important Tip: one must always use the Allocate feature when entering the GL or Project values 

Less Visibility of “OP” (Office of the President) values:

• Reduced instances of “OP” (Office of the President) chart string values which decreases OP value errors and minimizes confusion  
  • Previously, the chart string value lists would include both San Diego (SD) and all of the Office of the President (OP) values which created confusion and system error alerts 
    
    

Visibility of Account Codes and Taxability Status:

• Account codes and taxable status are now visible

New mileage calculator:

• The new Mileage Calculator automatically bases the different annual mileage rates on the transaction date, as well as the integration of Google Maps to enhance efficiency. 
• Watch the video (coming soon!)
• Important Tips: 
  • When utilizing the integrated Google map, avoid including street numbers as home addresses are considered P.I.I. (Personal Identifiable Information).
  • Using a cross-street is generally safe. 
    Include the Zip code to ensure more accurate calculations.

Simplified University Card Request Forms:

The new forms will have fewer fields to complete 

• These will include Procurement Cards, Human Subjects Procurement Cards, and Travel & Entertainment Cards 
• New request form dedicated to Gift Cards and Human Subject payments 
• See the videos below for guidance: 
  How to Request a New Travel & Entertainment Card 
  How to Request a New Procurement Card  

In addition to the list above, clients can expect to see these updates when Concur 2.0 launches.

• When an expense report is pending the final level of approval, it will show in Concur as “Pending IPPS Review”
  • This approval level was formerly known as “Pending Central Office Review”
• Department-specific Trip Purpose and Trip Types (e.g. Athletics) will no longer clutter the pick list for the general campus 
• Allocated Hyperlink: below each line item on an expense report is now a blue hyperlink to view all allocations across all lines, making it more convenient to see allocations without having to navigate to other screens 
• The Request Type of Card & Payment Products Request has been broken out into two different Request Types:  
  • University Credit Card Request: this Request Type will be used to Request new UCSD Card products or card action/update requests 
  • Gift Cards & Human Subject Payments: This request type will be used to request Gift Cards and Human Subject Payments (Gift Cards and Direct Payments to PI) 
• Non-Event Expenses will have their own, separate Report Type: Other Reimbursements (Non-Event) 
  • In the current system, Non-Event reimbursements are processed under the Report Type of Event Expenses & Other Reimbursements 
• When a prepayment is sent via Concur directly to a vendor, the department Chart of Account on the expense report will be charged at the time the prepayment is approved and paid.
  • In the current system, when a vendor prepayment is made before your trip starts, the Travel Clearing Account is charged, even if your expense report is allocated. When reconciling all of your travel expenses after the trip ends, adding a line item for the prepayment using the Payment Type of "University Prepaid" triggers the charge to your department's Chart of Account. 
  • With Concur 2.0, you'll no longer have to add the "University Prepaid" line to a second expense report. 
    • You won't be able to use a sponsored project for prepayments ahead of your trip.
      • NOTE: Use a non-sponsored Project to prepay an expense. 
  • Here are additional ways to prepay common expenses: 
    • Conference Registration Fees: 
      • If no travel-related expenses will be incurred (airfare, mileage, lodging, etc.), use a department Procurement Card or your own Travel & Entertainment Card to make a payment
      • If travel-related expenses will be incurred, use your own T&E card to make a payment.  Alternatively, see if the T&E TVC (Temporary Virtual Card) is the right fit for your traveler.
    • Hotel Advanced Deposits:
      
      • Use your T&E Card