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Travel@IBM Implementation of CONCUR Travel & Expense Reporting

Travel@IBM Implementation of CONCUR Travel & Expense Reporting. CONCUR Roll Out. Early Adopters Start using CONCUR pilot April 18 IBM US Adoption May 2 WWER will only be available only for completing expense reports for previously existing expenses after the CONCUR go live date

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Travel@IBM Implementation of CONCUR Travel & Expense Reporting

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  1. Travel@IBMImplementation of CONCUR Travel & Expense Reporting

  2. CONCUR Roll Out • Early Adopters • Start using CONCUR pilot April 18 • IBM US Adoption May 2 • WWER will only be available only for completing expense reports for previously existing expenses after the CONCUR go live date • All expense reports for AmEx charges incurred prior to April 18 must be completed in WWER and submitted for payment by June 2 • Continue to make reservations in WWER until May 2 if you are Not an Early Adopter • Supporting documentation for all American Express charges made after May 18 will automatically be sent to CONCUR • If you are not an Early Adopter you will not be able to submit expense reports for American Express charges made after April 18 until May 2 when CONCUR becomes available to you IBM Proprietary

  3. Login From Expense Reimbursement Icon on W3 • Access is available through W3 or on your mobile device • ALL DIVISION 16 EMPLOYEES MUSTSTART THEIR EXPENSE REPORT THROUGH W3 IF CLAIMING MEAL PER DIEM OR LODGING • Option to use Federal Per Diem for meals and lodging is only available through W3 • All other expenses can be entered on your mobile device • Login is with your intranet ID and password

  4. Login From Expense Reimbursement Icon on W3 • Two choices will be available through the end of May • Access is with your intranet ID and password Use this to request all expense reimbursements after May 2 Use this to complete all expense reimbursements charged on AmEx prior to April 18

  5. Login From Expense Reimbursement Icon on W3 • Update your profile before you do anything else

  6. Login From Expense Reimbursement Icon on W3 • Choose from side bar menu or Profile Options

  7. Your Information • Be sure to set up your Corporate American Express credit card in your Personal Profile

  8. Assistants to Book Travel and Submit Expense Reports? • Set up an Assistant to book your travel through Travel Settings • Set up a Delegate to prepare your expense report for you through Expense Settings This simultaneously sets up a request delegate

  9. Profile: E-Receipt Activation • Be sure to activate E-Receipts • Electronic receipts and folio data will automatically populate from participating suppliers • Accept the terms • An e-receipt icon will be associated with participating vendors when booking travel • No data will be brought over from WWER

  10. Profile: Expense Preferences • Be sure to check the “Prompt….For an approver when an expense report is submitted” box under Expense Preferences so you can request your expense report to be submitted for federal division review • When you receive the prompt after submitting your expense report, enter IBMFEDERAL to send the report to the Federal team

  11. Profile: Mobile Registration • First access Concur on your laptop. Then register to use the mobile app • You cannot start a travel expense for Federal on a Mobile app since there is no ability to select US Federal Per Diem (Restricted Use) for the itinerary in the mobile environment

  12. Start a New Expense Report • Hover over New and select Start a Report from the drop down menu that appears

  13. Start a New Expense Report • Your screen may look like the following

  14. Header Information for Expense Report Report Category options • Don’t forget to enter a full Business Purpose for the expense report that the government auditors will accept • Only enter account data in BMS Project • Start typing and then choose from the menu Click Next to move to the next screen

  15. Travel / Event City • Once the Report Category is selected, the Travel / Event Citybox will appear • Enter the WORK LOCATION in the Travel / Event City

  16. Questions To Be Answered • Most often you will be creating a Travel and Expense form or a Mobility form that includes Employee Meal Per Diem • Click on Yes

  17. Choose US Federal Per Diem (Restricted Use) • It is essential that you choose US Federal Per Diem (Restricted Use) as the Selection if the expense is to be charged to Division 16 Once this screen is saved, you cannot change the accounting Selection For the Arrival City, use your WORK LOCATION This drives the per diem limit for meals and lodging

  18. Complete Itinerary With Return Trip • Enter each leg of the round trip separately and Save • Click on Nextwhen round trip itinerary is complete

  19. Meal Per Diem Will Automatically Calculate • Check the appropriate box if a meal was provided, and the rate will automatically adjust • Choose Create Expenses to accept your meal per diem Note that the first and last day meal per diems have been automatically adjusted

  20. Add Expenses • Click on New Expense to continue adding trip expenses • Choose the expense category from the options or type in Expense Type

  21. Enter Hotel Bill • It is essential that you check the Travel Allowance box for Division 16 charges • Enter the full amount of the hotel bill for all nights including tax • Enter the check-out date for the Transaction Date • Click on Itemize

  22. Itemize Hotel Bill • The date entered • Enter the Check-in Date and the number of days will automatically calculate • Enter the Room Rate and Room Tax for one night separately If the vendor participates in CONCUR e-receipts, then much of this information will be populated automatically • Click on Save Itemizations to accept entry

  23. Lodging Over Per Diem Charged to an Unbillable GL Acct. • To view the unbillable lodging, click on Details at the top of the screen and choose Reimbursement Allowances Summary • The amount over per diem will be charged to GL account XX-8X-XX or XX-9X-XX in the billable project code. Warning: Do not bill this by mistake

  24. Attaching Receipts • Receipts must be attached to each expense line item if required Receipts brought in through e-Receipts can be found on the first screen of the expense report and can be dragged and dropped to attach them to the expense line item.

  25. Adding IBMFederal As The Approver • When complete, submit report and add IBMFederal as the Additional Approver Click on the + to enable the entry of a functional ID

  26. !!! Adding IBMFederalAs The Approver !!! • Enter IBMFederal as the User-Added Approver Type IBMFederalin the User-Added Approver box and select from the drop down menu Then click Submit Report

  27. !!! Adding IBMFederalAs The Approver !!! • Enter IBMFederal as the User-Added Approver

  28. Key Things to Remember About Your Expense Report • Enter project information in BMS Accounting only • Choose US Federal Per Diem (Restricted Use) as the selection on the initial Itinerary page • This cannot be corrected later. You will have to start your expense report over. • Check the box for Travel Allowance when entering the hotel bill • Add IBMFederalas the User-Added Approver when submitting your expense report • If you have not made the correct selections or adequate explanations on your expense report, it will be returned to you for correction

  29. Where To Go For Help • Travel Community takes you to the Travel@IBM Wiki where there are lots of videos • TravelBot takes you to Watson where you can type in a question • Trips & Tips provides some good videos on common questions

  30. A Few Reminders • IBM policy states that the employee “Should” fill the tank of rental cars when possible before returning the car • DCAA is reading that to mean “MUST” • If you do not fill your tank before returning the car, provide an explanation • Be aware of the FTR lodging per diem limits and try to book hotels within that limit • Payment for a seat upgrade on an airplane is a personal expense not reimbursed by IBM • Payment for more than two checked bags is a personal expense not reimbursed by IBM (unless transporting items for IBM) • Airline club memberships are not reimbursed by IBM • Be sure to provide a real business purpose for the trip or expense – not date and destination

  31. Acceptable Business Purpose Entries ACCEPTABLE • Attend Multifunction Detail Design Review Ball Aerospace • Joint Working Group meeting 11 for S/W Coop Research Prgm • Supervise training and install services for CAV at Fort Lewis • Atlanta Precision Runway Monitor Installation • Attend STRATCOM conf to participate in BRO workshop • Office supplies for use on eCLASS/Gwinnett Program • GLOBALFOUNDRIES - Change Planning for IBM Divestiture • Rep IBM at PSC conf on Cloud Computing UNACCEPTABLE • Expense Report 2-2-15 • HIGLAS - HQ8K • Pentagon Travel • Team Lunch

  32. Resources • Training is available on the Travel@IBM Wiki • How do I _ _ _ - Travel@IBM Wiki_ • Federal Public Services specific instructions are available on the eT&E Home Wiki https://w3-connections.ibm.com/wikis/home?lang=en-us#!/wiki/eT%26E%20Home • Contact the eT&E Help Desk @ 1-800-985-5406 • Contact Shirley Bass at 703 943-3546

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