Overview
This guide covers how to reconcile Procurement Card or T&E Card FRAUDULENT charges.
Essential Information
- Cardholders are responsible for contacting US Bank at 800-523-9078 to report fraudulent transactions on their card.
- All Procurement Card or T&E Card fraudulent transactions are automatically uploaded into Concur for viewing and reconciliation.
- Fraudulent transactions or fraudulent credits cannot be removed/deleted from Concur once they are listed under Available Expenses, they must be reconciled.
- To process a Procurement Card or T&E Card Expense Report on behalf of another UCSD employee, the employee must add you as their Delegate.
- To learn more about how to assign users to act on your behalf, please refer to KB0031969: How to add a Request Delegate and an Expense Delegate in Concur
- To learn more about acting as a Delegate for another user, please refer to KB0031975: How to act as a Delegate in Concur
- You do not need to create a separate Expense Report for a fraudulent charge; it can be included with other Expenses.
- Credits can either be put on the same Expense Report with the fraudulent charge or added to a future Expense Report.
- The recommendation is that you submit the charge and the credit together.
- Ensure that COA/POETAF information is the same for the fraudulent charge and the credit.
- It is not recommended to post fraudulent charges to your Project.
- If you are including this charge with other legitimate business transactions on an Expense Report, click Allocate on the Fraudulent Charge entry form to remove any Project data.
- If you are submitting an Expense Report that only includes fraudulent charges, there is no need to enter project information in the allocation.
- If your department has any questions why you should not be charging a fraudulent charge to your Project, contact OPAFS via Services & Support.
Next Steps
To Reconcile a Fraudulent Charge
1. Create an Expense Report
a. If the Fraudulent Charges are on the Procurement Card, create a Procurement Card Expense Report KB0032068: How to Reconcile Transactions and Create a Procurement Card Expense Report.
b. If the Fraudulent Charges are on the Travel & Entertainment Card, create an Events Expense Report KB0032028: How to Reconcile Travel & Entertainment Card Transactions to an Expense Report.
2. In Manage Expenses, Report name will display at top with $0 value, select Add Expense.
3. In the Available Expenses tab all Expense Types display.
a. Verify the Payment Type field is UCSD-Procurement Card or T&E Card.
4. Select the card transactions to add to the Report.
5. Select Add to Report.
6. The Manage Expenses page displays, your Report name will display at top with the total value of the added transactions.
7. Open the expense by clicking anywhere on the expense line.
8. The Expense Details section displays.
9. In Details, search the Expenditure Type by entering in Credit Card Fraudulent Charge.
10. In the Comment section of this Expense add notes, e.g. Reported this fraud charge to US Bank- card closed by US Bank.
11. Select the Attach a Receipt Image, attach the affidavit provided by US Bank.
a. If you do not have an affidavit, contact US Bank to obtain one.
12. Select Upload Receipt Image and select your desired attachment:
a. Acceptable file formats: .png, .jpg, .jpeg, .pdf, .tif, or .tiff – 5MB limit per File
b. Please ensure image does not include personally identifiable information (PII) or full card numbers.
13. Image of Affidavit displays on right, select Save Expense, your fraudulent Expense will be saved and you will return to the Manage Expenses tab.
a. If you need to Allocate Expenses within this Expense Report, please refer to KB0032337: How to Allocate Expenses in Concur.
14. Repeat Steps #1-13 in this section for each fraudulent Expense to be added to this Report.
Questions?
If you need any additional assistance, please submit a ticket here, or call the IPPS Help Desk at (858) 534-9494.