Credit Card Concur Expense System

Credit Card Concur Expense System

SUMMARY

The Credit Card Concur Expense System Procedure establishes the requirements and process steps to be followed when performing credit card transactions in the Concur Expense Management System (CES).

PROCEDURE

Purpose

To outline the requirements and process steps to be followed when performing credit card transactions in the Concur Expense Management System (CES).

Procedure

This procedure requires actions by the following:

Staff member

Complete Concur Expense System Training
Complete training in the Concur Expense System. You can arrange a booking or online training by contacting the Credit Card Administrator.

Note: A Quick Start Guide is also available on the OFS website.

Verify Transactions          
Verify your transactions on the Concur Expense System during the applicable month. Any claimable expense/acquittal in the Macquarie University’s Expense Management System will involve use of the Macquarie University Credit Card.

Expenses using the University Credit Card will be pre-populated into the Concur Expense System on a daily basis and can be substantiated at any time after that. However, at the end of the billing cycle (13th) you must raise a new “Expense report” and include all transactions from the previous month up until the 12th. The report is raised on the 13th as it takes 24 hours for transactions to be loaded. The dates are subject to change which will be communicated to you prior to the month closing.

Note: reports which overlap or do not include the whole month’s transactions will not be accepted.

Obtain Approval
Attach supporting documentation and forward the report to your Approver/Supervisor for approval. Once the report is approved online, mail the report and supporting documentation, using the special A4 envelopes supplied, to Business Services­­­­­­, level 3, 299 Lane Cove Road within one month, for final acceptance and filing.

Verify Details
Check each pre-populated entry against your own records to verify such details as date, location, vendor and amount.

Note: the pre-populated entry will be GST inclusive if expenditure incurred domestically i.e. within Australia. Given the types of expenditure incurred by staff, GST will be applicable in the majority of cases. The major exception to this general rule is the expenditure incurred overseas.

Check Receipts
Check receipts for all entries. A valid tax invoice and receipt should properly support all substantiated transactions. You should have a corresponding receipt for each pre-populated entry with the Concur Expense System. You should check these against the pre-populated details. Receipts should conform to general requirements of a tax invoice.

Where an expense is verified, but no receipt can be found, you should annotate the Concur Expense System accordingly.

Enter Expenses
Enter/validate expenses in CES. You should only substantiate expenses when they appear in the pre-populated data in the CES. You should give all validated transactions a description that has a relevance to the Macquarie University staff member with that description, and/or should give the system generated reference number able to be used if the University staff needs to raise a query with the Credit Card Administrator.

Submit Expense Report
Submit your expense report online for approval by Approvers/Supervisors.

Amend and Resubmit Expense Report
If an  Approver/Supervisor rejects the substantiation, you will receive an email notifying you of the rejection of your expense report. Substantiation can only be fully approved or fully rejected; there is no facility to give partial approval to acquittals.

You can then amend and resubmit your claim.

Advise Business Services
Once your expense claim is approved, send Business Services a hard-copy of your expense report and original Tax Invoices, using the special A4 envelopes supplied.

Monitor Status
Monitor the status of your claim and ensure that your Approver/Supervisor approves the claim. The Concur Expense system will assist by showing the status of the claim.

Top

Procedure Information

Contact OfficerPurchasing Manager, Credit Card Administrator, Office of Financial Services
Date Approved19 November 2010
Approval Authority

Chief Operating Officer and Deputy Vice-Chancellor

Date of Commencement19 November 2010
Amendment History

29 May 2017 - updated Approval Authority from Chief Operating Officer to
Chief Operating Officer and Deputy Vice-Chancellor
February 2014 – update position title to COO
May 2010 – alignment with University Policy Framework

Date for Next ReviewNovember 2012
Related DocumentsCredit Card Guideline / Policy / Procedure
Concur User Guide
KeywordsCredit Card, Reconciliation, Concur Expense
Back to the top of this page