If authorized by your dean or appointing officer to have travel on your purchasing card, you will be able to purchase travel including hotel, car rental, and restaurants.

Airfare can be purchased online via Concur. Airfare will be charged to a separate GVSU credit card on file with Concur but the charge will still appear in your Concur account to add to your Expense Report.

If a “nameless” purchasing card (nameless is a card that has a department or program name on it and not a person’s name) is authorized for travel by your dean or appointing officer, the cardholder who has responsibility for the card can use the card for:

• Their own business travel
• Student travel (e.g., a student attending conference)
• Group travel (e.g., field trip, athletic competition).

The nameless card should not be used for other employee’s individual business travel other than the cardholder’s.

For large group travel, call Concur’s partner travel agency, Corporate Travel Planners (CTP), to assist with booking 844-529-5851 (M-F: 9:00am - 6:00pm ET) After Hours Support 844-529-5851

Travel documentation such as names of meal attendees, business purpose, and Executive Officer approval/reallocation of alcoholic beverage charges will be required.

The standard per transaction spending limit is being increased from $2,500 to $4,999. We encourage you to utilize your PCard to pay for invoices within your limit. You may have a different limit depending on the authorization from your dean or appointing officer.

For card transactions that post on or after July 1, 2021, Concur will replace Smart Data as the online management tool. Card transactions will be loaded daily to Concur. You will be able to view transactions, upload receipts, reallocate or split FOAPs, and run reports using Concur. Smart Data will still be available to access your past card transaction history.

You will no longer need to download a statement every month. The monthly transactions in Concur function as the statement. Your card transactions will be loaded daily to Concur to add to your expense report, upload receipts, reallocate FOAPs, and add business purpose and other documentation. Cardholder signature and secondary approval by the cardholder’s supervisor will be done electronically via Concur.

Cardholders are encouraged to include their monthly card transactions on one Concur expense report that covers the monthly billing period.  But if necessary you can create an expense report  that includes only some of the transactions. For example, you had travel transactions early in the month that included reimbursement requests that you need reimbursed right away.  You could create an expense report now to cover just that travel, and then later create a second expense report for your other card transactions from the monthly billing period. 

Card transactions should be submitted to an expense report within 30 days of the transaction.

No more taping receipts to a sheet of paper for scanning!

You will scan or take a photo of your receipts and supporting documents and upload them to Concur.  You can then dispose of the receipt hard copy. Concur has a mobile app that allows you to upload photos immediately.  If you don’t have the app, you can email receipt photos to Concur at [email protected].

If you are missing a receipt you will no longer complete a Missing Receipt form but will complete
the Missing Receipt Declaration in Concur.

Users that need to access and/or manage other cardholder’s card(s) in Concur, can be set up as a “Delegate” user. The cardholder who is being delegated must give permission in Concur to the Delegate user.

In Concur, there is a specific field that must be used to state the business purpose for each of your card transactions.

Cards will no longer have a default FOP tied to them. You will assign a FOP to transactions when you create your expense report and you will have the ability to assign the same FOP to multiple transactions.

There will no longer be a default account code for your card. Concur will automatically select an appropriate account code based on the type of merchant as designated by the merchant’s merchant category code. But you will always have the option to reallocate the account code to another if desired.

Note: Account Code 7018 which has been used for “purchasing card purchases” is being changed to “personal reimbursable”. That will be used when there are parts of your business travel that are personal but the personal expense can’t be separated from the business expense and for which you will be reimbursing the University.
 

You will have access to all FOPs to reallocate.
Reconciliations should be completed within 30 days of the transaction date and must be completed prior to submitting your expense report for approval.

For transactions posted to your card on or after July 1, 2021, cardholders will no longer be responsible for records retention. Records will automatically be created and archived in Onbase document imaging. The user and approver will have Onbase access to view archived records.

Concur Home Page
https://www.gvsu.edu/busfin/concurhomepage

Concur Training Website
https://www.gvsu.edu/busfin/concurtraining

Please sign up for the following Concur trainings via Zoom via Sprout at
www.gvsu.edu/sprout/

• Concur Travel: Request Travel, Book Travel and Travel Profile
• Concur Expense: Expense Reimbursement Forms and Pcard Reconciliation
• Concur Approvals: Delegates and Approvers
• General Open Forum: Tips and Tricks and Q&A