Project Fast Lane - Documentation Questions | UMass Office of the President

Will receipt submission be through Concur instead of DocuSign?

Yes, DocuSign will no longer be used for Travel & Business Expense.

When an employee has a business meeting with several attendees or donors, do we have to enter each name?

Yes, business meeting attendees must be added within the Expense module.

You will be able to search other UMass employees and add their name
Concur begins to recognize frequently used names for future expense reports
You can create groups of individuals to expedite the process
Names of non-UMass employees can also be added
Attendee lists can be uploaded and attached using an Excel template or a sign in sheet (handwritten or word document).

Once I enter a receipt into Concur, do I need to save the paper copy? Will it be removed from the receipt library?

No, you will not have to save a paper copy. Once you allocate a receipt to an expense report, it will no longer show in your pending receipts folder.

Will missing receipts require details to be provided?

Missing receipts will require a missing receipt affidavit with additional information.

Current policy does not require a missing receipt affidavit for expenses under $25, will that remain in effect with Concur?

Yes the same $25 threshold will be in effect. Receipts or a missing receipt affidavit will still be required for anything over $25.

Can there be multiple attachments for each expense or do I have to upload a combined PDF if there are multiple pages?

You can only attach one item to each expense line. Should you need multiple images/pages, it will be in the form of one PDF with multiple pages.

When assigning meal attendees, Is the default attendee based on the user? Can the user be removed as an attendee?

The initial user will always be the person that is adding the expense. If the user did not attend the meal you can adjust the amount to $0 or 0% of the meal.

When a receipt is uploaded will Concur recognize the payment method as Bank Card?

An expense will be marked as a bank card charge if you have a bank card linked to your SAP Concur account and the last four digits identified on the receipt match that card. If you do not have a linked bank card, or if the four digits on the receipt do not match those of your linked bank card, the expense will be classified as the default payment type.

Will we be required to submit missing receipt affidavits in Concur?

Yes, we will be using standard system functionality to accomplish this.

Can the system track missing receipts by user?

Yes, Concur has reports that can provide this information.

Can Concur automatically categorize an expense type based on vendor name. (I.e. Concur will assume Uber is travel related)?

Yes, Concur utilizes Optical Character Recognition (OCR) technology that matches to Merchant category codes (MCCs) from the vendor.

Will additional attachments be a required field?

Yes, certain fields can be marked as required. We are discussing with campuses which fields should be marked as required and which fields will require an additional attachment.

How would a user submit expenses for a rental car that was used across multiple trips?

Multiple approved trip requests can be attached to an expense report. In the case of a rental car being used across multiple trips, the user will submit 1 expense report with multiple approved requests.

How will non-travel bank card receipt uploads work in Concur? Will all expenses automatically get inputted into an expense report in Concur?

Receipts for out of pocket expenses will need to be uploaded to Concur. This can be done through the desktop application, mobile application, or forwarding an email receipt to your associated account. You will then need to assign transactions with receipts attached to an expense report for approval.

Project Fast Lane - Documentation Questions

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