Information below will encompass and expand on information that previously resided in the CoA User. 11. Employees can use Concur to receive UC-negotiated rates for personal travel. ucsd. Find answers, request services, or get help from our team at the UC San Diego Services. Watch the Concur: Delegates Training video. Guests and Other Learners. 2. 3. Employees can also use Concur to book personal travel! BOOK NOW. Air travel accounts for over 11% of UC San Diego’s total greenhouse gas emissions. UCLA. Pre-paid, non-reloadable VISA cards available in denominations of $5-$500. Mas. 4. In the Request Header tab, in Request Type, select Travel Request. This article will assist in creating a Procurement Card Update Request in Concur; To process a Procurement Card Update Request on behalf of another UCSD employee, the employee will need to add you as their delegate; To learn how to assign users to act on your behalf, please see the KBA on How to add a Request Delegate and an Expense. ) 7. Claim Per Diem (Travel Allowances) based on input of travel dates. Kahala Travel (local San Diego agency) Phone: (888) 488-0073. Check the box next to your desired transaction to select it. Eliminates out-of-pocket expenses! This is the date that the expense report was created in Concur. Project Costs is designed to track detailed transactions. Registration and connection only takes a few minutes and modifications to existing systems or invoice formats are not required. Assistant Professor jipoveda@ucsd. . The Concur Credit Card Transactions report provides information on all Concur-related card products, including Travel & Entertainment Cards, Procurement Cards (P-cards), and UCSD centrally billed CTS Air and Hotel Cards. 4. 7. Procurement. Expense Types serve two purposes in Concur: Expense Types serve as a general descriptor of the expense being. Required when booking travel through Concur/Balboa Travel. Recognition (Employee) - Concur: Request a Disbursements gift card, expense reimbursement, or payment to a vendor for. Setting up your Mobile App: The Concur App Center provides download instruction and information on how to link your UCSD account to this and other Travel & Expense applications. Concur. Knowledgeable agents are standing by to assist you. The Services & Support portal, built on the ServiceNow platform, provides one place for faculty, staff, and students to browse knowledge base articles, request services or get help. If you need to add or remove role request approvers submit a ticket. The new invitation form will ask campus clients to identify up front the UC San Diego system used to issue payment to the payee (e. First, head to Balboa Park—a beautiful, 1,000 acre park with 15 museums, botanical gardens, and the San Diego Zoo. This is the type of expense report. 4. 3. 1. Enter the name of the desired Travel Assistant. When a UC San Diego employee attends a local conference, they are not on travel status (no lodging or meal expense is eligible for reimbursement). ucsd. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf. 2. The receipt must show the form of payment used, name of passenger (s), dates and routes of travel, airfare class, and amount paid. After taking those steps, IPPS will ensure that the repayment will be applied. appisano@ucsd. Select Upload Receipt Image and attach file. It houses the Stroke Center, the area's only Regional Burn Center, and is one of only 2 Level I Trauma Centers in the county. Determine the number of miles traveled. Find answers, request services, or get help from our team at the UC San Diego Services & Support portal. Enter your AD username and password and click Log on to see your email. You can select multiple expenses to allocate all of them to the same chart string if desired. Also if you are a Delegate, please ensure to act as a Delegate for your user before starting these steps. Information Technology Technical, Communications and Network Support for Business Systems and Campus Infrastructure. edu 858-822-4572. UC Merced. Select your initials on the upper right corner of page. The source for UC San. Login to Oracle Financial Cloud (OFC. Select the link for BUDGET & FINANCE. Offset Per Diem for Meals and lodging by claiming Actual Expense amounts. Last Updated: March 24, 2023 3:42:49 PM PDT. Your reservation will be in Concur under Available Expenses by the next day. Note: To add a tool to this list, email Workplace Technology Services. All UC San Diego employees will automatically have access to Concur; Sponsored affiliates should work with their department's DSA to establish access, provided they have access. In. Offset Per Diem by T&E Card charges. 1. 3. This article reviews UCSD Chart of Accounts (CoA) that make up segments in a chart string to complete financial transactions in Oracle Financial Cloud (OFC) and Concur; Information below will encompass and expand on information that previously resided in the CoA User Guide; The final part of this article will address UCPath Chartstring requirements1. For Travel and Events, the Business Travel End Date or Event Date is prior to or on June 30. UC Davis. Doing so will authorize signature authority across all systems. $300,000 per accident. 1. Expense Report Alerts can be found above the name of the Expense Report. 1. Travel insurance is not included with personal bookings. Concur is a secure platform for booking university business travel. These can include Event Expenses and Other Reimbursements, Procurement Card Expenses, Travel Expenses. Fill out all of the necessary trip information, required fields are. Airfare not booked in Concur is subject to. You can make purchases at the UC San Diego Bookstore in several ways. Select Profile at the top-right corner. Oracle will then provide a response to Concur to confirm the validity of. Please email paymentservices@ucsd. Gabriel M. ASUCLA. Are there additional resources? How do I write a strong business purpose? How do I add someone as a delegate? Are there walkthrough videos? Concur. Call Today! Known Finance Systems Issues. Travel & Entertainment (T&E) Card. Wire transfer payments is a manual payment process; the turnaround time is 7-10 business days from the date the wire request is approved by your department. University of California, San Diegoa. Jorge Poveda. Scroll down to Available Receipts at the bottom of the page 3. Per Diem is a daily amount to cover Meal and Lodging expenses for UC San Diego employees traveling on official UC San Diego business; Per Diem applies to the following travel situations: Foreign travel; Alaska, Hawaii, or U. If you still have questions after reading the Knowledge Base Articles, please submit a Service & Support case and the IPPS Travel. Request Alerts can be found above can be found above the name of the Request. In. 2. , Concur freezes up, OFC slow, etc. 1. SUploading Receipts from the Computer. 1. Long-term travel (30 days or more) in the continental U. ucsd. 2. a. More information on personal bookings in Concur can be found. Call UC San Diego Health 858-657-7000. 5. 3. Pulse is the intranet site for UC San Diego Health employees, where they can access important information, resources, and tools. All UC San Diego employees have access to Concur. edu. In 2020 UC San Diego launched a new Financial Information System (FIS) that continues to unveil financial business processes and reporting needs for the general ledger, expense and revenue management, and budget governance through Oracle Financials Cloud, Concur, and Oracle Planning and Budgeting. The Procurement Card, UCSD's procurement card, is the partner tool to Oracle and provides departments a way to purchase and pay for routine, low-dollar products and services from suppliers that are not part of Oracle Procurement and other on-campus retailers. Group leader is the Concur User/Owner of the Expense Report, needs to be a UCSD employee, a cardholder, and present on the trip; Group Travel requires 3 or more travelers; The Travel & Entertainment Card is the preferred method of payment A Travel Request to preauthorize the trip must be completed and then linked to the Travel Expense ReportUse this step-by-step guide to pay for an out-of-town conference registration or a hotel deposit for University business travel. This page has a friendly link that's easy to remember: page will provide a guide on chart string validation on Concur Requests and Expense Reports. 7. Concur Travel is also available for personal travel. Concur commitments are created when a Travel Request or Event Request with a Project value and future travel/event date(s) is approved in Concur This is an external commitment created by an action from a Concur user/delegate. Follow these steps to rent from one of the car rental agencies with a UC agreement. To Access the Approval Flow of a Request. Budget & Finance. The Concur Credit Card Transactions report provides information on all Concur-related card products, including Travel & Entertainment Cards, Procurement Cards (P-cards), and UCSD centrally billed CTS Air and Hotel Cards. While the department chart string is required for the expense report in Concur, please note that a different COA is required for the Cashier Deposit Form - see Step 5 below. Follow these steps to rent from one of the car rental agencies with a UC agreement. Raffle and Prizes (Non Cash) - Concur: Request a Disbursements gift card, expense reimbursement, gifts given as an incentive for employee participation in events and surveys; or payment to a vendor for prizes - Oracle. Collision. e. Follow these steps to arrange rental with Enterprise. 3. Employees can also use Concur to book personal travel. 4. From anywhere in Concur, in the upper right, select the Profile icon. T&E Card transactions appear under the Concur user’s Available Expenses section and must be added to a new or existing expense report before you itemize the expense. Concur Online Booking: UCSD: Other UC Campuses: Touchless: Booking Air or Rail/Car/Hotel: $6: $10-$10. This page will provide a guide on chart string validation on Concur Requests and Expense Reports. 1. Fill out all of the necessary trip information, required fields are. Instructions for Catering: Visit UC San Diego Catering to review your on-campus, full-service catering options. These can be deleted by checking the box next to the charge and selecting. Please email paymentservices@ucsd. Use tax is not captured in Concur so you won't see any use tax calculated in Concur. com. Follow these five easy steps to request, book, and expense your trip using the Concur travel and expense system. Welcome to Concur. Request Type: Event Request. If UC San Diego Catering is unable to service your request, they will provide you a Declined Service form. 4. Follow the steps to log in with your AD or Business Systems credentials and use the new Request User Interface (UI) starting October 2nd. Log in to Concur via Single Sign-On. Link to applications, programs, databases and other electronic tools for UC San Diego staff and faculty. Complete the required Procurement Card Department Administrator form (PDF). UC Learning Registration: UC San Diego Travel: Before You Go Training Office: Integrated Procure-to-Pay Solutions Course Details: Instructor-led training/ 1. 2. 3. To support the university’s Carbon Neutrality goals, IPPS encourages all staff, faculty, and students to adopt sustainable travel practices. Employees may update their payee information in UCPath. Reservations can not be charged to the University or the Travel &. In Submitted by, the person who is making the request is automatically populated on the form 6. S. This page is designed to assist with the Concur tool, for policy guidance see the meetings and entertainment overview. If you accidentally select UC Office of the President, clear your browser history, repeat. 1. All UC San Diego employees have access to Concur. Select the desired hotel from the list, direct bill hotels are listed as. Reduce Per Diem for meals that are provided by conferences, etc. Review the following locations in Concur for COA/POETAF potential errors:. Concur FAQ. Log into Concur 2. possessions travel. While the department chart string is required for the expense report in Concur, please note that a different COA is required for the Cashier Deposit Form - see Step 5 below. UCSD Gift Cards (Awards/Recognition), for a Gift Card for an Employee or Non-Employee b. UCSD prepays airfare booked in Concur and purchases will automatically display in the employee's Available Expenses. UCSD Concur: Concur Commitment: TE_(Request ID)_(Employee Name) Lift Requisition Commitments. This report helps users find card transactions that are both assigned or unassigned to a Concur expense report. a. We will add information here about the impacts on grants and. Concur Travel & Expense; Educational Benefits; Job Bulletin; My Directory; Ecotime Campus; My Training;. E. Procurement Card Benefits. concur. 4. Select your initials on the upper right corner of page. Forward the email with your receipt image as an attachment or in the body of the email to receipts@expenseit. Expense Types serve two purposes in Concur: Expense Types serve as a general. In the Report Header, fill out all the required fields. See examples to assist you in determining the category your event falls into in Concur. UC San Diego Travel Director: Receives e-mail notification, reviews claim, and updates status or enters a question for the departmental approver. An invoice or itinerary from the travel agency, booking service or airline may serve as the original receipt. Navigate to the Services and Support website: 2. Eligibility for payment/reimbursement of actual travel expenses depends on: Clear documentation of the visit’s purpose. Health System Employees Requesting Oracle & Concur Approver Roles. 2. If this is your first time logging into Concur, you will be asked to select UC Office of the President or UC San Diego, select UC San Diego 3. UC San Diego Procurement Card (for registration only): If the circumstances defined in step 1 apply, provide the card number and ask for a confirmation number. b. Please ensure that all invoices dated on or before June 30,. In. Review some of the most common questions regarding Concur Requests and Expense Reports as they relate to travel and entertainment policies. Concur is a secure platform for booking university business travel. Review the written steps below. 2. How to Buy From the UC San Diego Bookstore. Note: To add a tool to this list, email Workplace Technology Services. UC San Diego business travel and entertainment in compliance with policy generally does not result in additional taxable income to the employee. ; Out of Pocket Expenses: (e. At the top of the page, select the Expense module. Concur keeps travel costs contained by providing a wide range of booking options for airfare, hotel, and car rental at discounted rates. 7. To Access the Approval Flow of a Request. Make sure they have the proper visas. Enter dates and add UCSD address in the Reference Point field. When creating a Travel Request in Concur, indicate the visa type and retain a copy of the passport pages or I-94 in your area. In the left task pane, in Request Settings select Request Delegates or in the Expense Settings section select Expense Delegates. 2. For UCSD Health employees looking to request Financial Unit Signature Authorization for invoices for Oracle, Concur and/or Premier systems, please complete the request on the Health Supply Chain service portal. An Active Directory (AD) account provides access to: ITS academic computer labs. It is the responsibility of the DA to ensure the cardholder submits the card cancel request in Concur prior to the cardholder leaving, retiring, or transferring. S. Contacts. While the default Account Code is tied to the Concur Expense Type for the other Report Types in Concur, the Account Code/Expenditure Type is tied to the Trip Type for. 3. BI & Financial Reporting. Those receiving a role with a delegated purchasing authority ($500, $2500, $5000) will be required to watch a video on Oracle Procurement in UC Learning. 3. ; Important: if there is a reimbursement (or amount owed to the cardholder) on the same or subsequent Concur Expense Report that is equal to or greater than the. Creating a Travel Expense Report. View the Alerts at the top of the page. Special Entertainment Approver: This role refers to the individual who is delegated approval authority for University-Sponsored Special Entertainment. 536000. Method 1: To start from Concur Requests:. Find answers, request services, or get help from our team at the UC San Diego Services & Support portal. a. Additional coverage may be included, for details send an inquiry to Service and Support (login required). Scroll down to Available Receipts at the bottom of the page 3. Accepted by all vendors that take VisaClaim Per Diem (Travel Allowances) based on input of travel dates on a Travel Expense Report. Departments need to process the reimbursement payment through Concur, referencing the Educational Benefits Request. ; For those already familiar with navigating Concur, this information can be found in the Request Header and the Print Report function, respectively. Equipment Expenditure Types. 2. 1. S. Review the written steps below. Oracle roles are needed by departmental users to transact and view reports: How to Determine the Oracle & Concur Standard. No. Ecotime is integrated with the UCPath Payroll & Human Resources system for pay and leave reporting. Sign in with: UC San Diego Single Sign-On Sign in with UC San Diego Single Sign-On. See a sample transmittal letter (PDF). This article is the most up-to-date resource on this topic, but note that we are working on improving this process: Any changes will be announced through the Budget & Finance Weekly Digest. 4. A Card & Payment Products form will update and display In. Concur is a secure platform for booking university business travel. Select Profile. Additionally,. Select the module from the top of the screen. Type of Service: Catering - Full Service OR. edu) For issues with gaining access to UC San Diego resources or any other questions, please contact Temporary Employment Services at [email protected] polices at UCSD are complex and there are several methods of acquiring goods and services. possessions travel; Long-term travel (30 days or more) in the continental U. : CDW is generally included. 5. Employees have access to UC-negotiated rates within this single platform; Concur requires a completed Profile in order for you to make travel arrangements; scroll through each Concur Profile section to. ASUCLA. 1. Last Updated: March 24, 2023 3:42:49 PM PDT. The Create New Request pop-up will display. Initial loading fee of $1. When creating the expense for the Concur Expense Report, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost. Travel and Expense related technology and strategy will be reinvigorated at UC San Diego with the launch of Concur. 3. To prepare a reimbursement on behalf of the Employee Payee/Host, you would need to: Be added in Concur with the delegate role by the Employee Payee. Request new roles using the Oracle and Concur Role Requests form in Services and Support. Students: If you have separate student and employee accounts, you may need to register each account for two-step login. Last day to submit Concur Travel Expense Reports (with required documentation and final departmental approval) for June posting. edu with your desired appointment day, time, and your Concur Request ID. Sales Tax and Use Tax information for Concur is subject to change. More Specifically: Concur (Access or Role Inquiries) If you are not a UCSD employee or a sponsored affiliate, a faculty or staff member at UC San Diego needs to process your reimbursement. e. Information on the AP and Concur accrual process for fiscal close. UC San Diego pays sales tax on taxable purchases directly to California vendors and out-of-state vendors registered in California to collect sales tax. Visa Gift Card. Helpful Links once your Health AD login is active (Pulse. Benefits: Eliminates out-of-pocket expenses: All transactions on the corporate billed Travel & Entertainment Card are automatically billed to UCSD and will post in Concur within 2 business days. Concur Online Booking: UCSD: Other UC Campuses: Touchless: Booking Air or Rail/Car/Hotel: $6: $10-$10. To set up a . If you still have questions after reading the Knowledge Base Articles, please submit a Service & Support case and the IPPS Travel & Expense team will be happy to. After logging into Concur via Single-Sign on, from the Quick Taskbar select Available Expenses or, at the top of the home page, click on Expense . The department will. 2. UC San Diego's Procurement Card is a Visa card for faculty and staff who have buying responsibilities. 4. Before requesting a wire: Employees should use their Travel & Entertainment Card and reconcile in Concur for all trip-related payments and advances. For more info on access and roles to access modules like AR, PPM, and GL, refer to this article: How to Request Oracle and Concur Roles. 2. b. The process outlined. To set up a Request Delegate, perform the following steps (which correspond. Log in to. A self-service online payee registration and payment status tool for UC. 5. Generally, sales tax on invoices, credit memos, and receipts is listed separately from the price of the goods or service. For more information on creating a Travel Request or an Event Request, please review the appropriate KBAs Video: How to Create a Travel Request in Concur (Click above Image) 1. UC San Diego Students, Faculty and Staff. Make pre-travel arrangements. edu . ucsd. 75: Touchless: Booking Hotel or Car without Air/Rail: $3: $0-$5: Touched: Agent assistance with a touchless transaction: $13: $13:Notice: UC San Diego employee (including Student Employee) information will be automatically uploaded to the new financial system, and there is no need for Employees to register for reimbursement or travel-related payments. You can be given a Concur Approver Role, however, this will not assign cardholder's to you or route requests to you. The link to Concur is If you have trouble accessing the site, you can troubleshoot your issues using KB0032034: How to Log Into Concur; Faculty and staff must login to Concur with their UC San Diego credentials and designate their Delegates, there are no exceptionsAll UC San Diego employees have access to Concur. Review some of the most common questions regarding Concur Requests and Expense Reports as they relate to travel and entertainment policies. Fill out all of the necessary trip information, required fields are. Log in to Concur via Single Sign-On. Click on a payment option to learn more about that specific option. Use Concur Travel for booking travel and the Travel & Entertainment (T&E) Card as the preferred payment method. View the Alerts at the top of the page. All UC San Diego employees will automatically have access to Concur. Learn more about Concur here. Balboa Travel is a full service travel agency that has been successfully handling travel for UC San Diego. concur. Select the Request module, then select New Request. Budget & Finance Support for Budget, Finance, Logistics, Payment, Procurement, and Travel. All UC San Diego employees will automatically have access to Concur. To. Offset Per Diem for Meals and lodging by claiming Actual Expense amounts. The T&E charge in. It automatically applies UC-negotiated prices with airlines, hotels, and car rental companies. Watch the Concur: Delegates Training video. Oracle Financials Cloud and Concur standard roles allow departmental users to either view transactions and reports, or create a transaction with review from another person (an approver). Facilitate approval process with accurate and complete claims. While the latest versions of most internet. All UC San Diego employees have access to Concur. Concur will provide a best-in-class solution for booking, managing, and reconciling travel. 1. OFC & Concur UC San Diego, Academic Affairs - Resource Administration OSI Partners: Allorah Pradenas & Kristin Kielich. This will be key information for any Fund Managers or Financial Unit approvers who are seeking to further understand the intricate relationships between the two programs. g. Alaska, Hawaii, or U. Budget & Finance Knowledge Base - How to Calculate Per Diem for Travel in Concur - Services & Support. Scroll down to Available Receipts at the bottom of the page 3. Once a Concur document is submitted, the Report Header chart string (s) and allocation (s) are sent to Oracle to undergo a validation process to ensure that they are valid. A brief description on the different ways to be paid by UC San Diego. This report shows all expenses assigned to a Concur Expense Report. The preferred method of purchase should be via Oracle Procurement, Concur directly to the vendor, or. 1. Request a cash advance from UC San Diego Travel. Inventorial Equipment are all items meeting the following criteria and must be tracked in both CAMS (UC San Diego’s campus asset management system) and OFC (Oracle Financials. Dependent care provider fees or childcare costs that exceed the cost of normal childcare. Give feedback. The Expense Report will copy the information you had previously entered in the Request Header to the Report Header. Event Name: c. 1. The receipt must show the form of payment used, name of passenger (s), dates and routes of travel, airfare class, and amount paid. 1. Review the written steps below: To Add an Out-of-Pocket Expense. Gift cards are to be picked up at Torrey Pines Center South, Suite 415 by the requestor or authorized receiver with a picture ID, please be sure to have your request ID provided by Concur. More specifically, Oracle ensures that UC San Diego's culture of innovation, ambition, and. Concur is UC San Diego's online application for travel and expense reporting; Review Concur Basics to help navigate policies and procedures for using Concur; Travel KBAs. possessions travel. Search Blink Search Faculty/Staff. Liability insurance limits are: $100,000 per person. Select Budget & Finance. Code (preferred): copy and paste six-digit code into the field. SSimply go to the App Center in Concur and follow the steps outlined when you click on the Connect button. Employee (Employee ID - Last Name, First Name) This is the Employee ID and name of the owner of the expense report. Knowledge Base Articles on the invitation process and registration tips can be located in Services & Support. Request and Expense Report Accounting. 2. 1. Confirm that all travel bookings are following policy; Concur Travel, the Travel module in Concur, is UC San Diego's direct booking tool for University travel. Video: Delegates (click above image) Script: Delegates The Request and Expense modules share Delegates, by assigning permissions to a Delegate in one area, you are assigning permissions for both Request and Expense. Fill out all of the necessary trip information, required fields are. 2. 6. Select Profile Settings. Concur identifies the employee payee under Payment Type: Payment to Employee as the user submitting the Expense Report, or the user that the delegate is acting on behalf of; To process a Procurement Card Expense Report on behalf of another UCSD employee, the employee will need to add you as their delegateA brief description on the different ways to be paid by UC San Diego. Check the list below to see what works best for you or your department.