Q: How long does a cardholder have to reconcile transactions and submit an Expense Report in Concur?

A:  

• Creation/submission of either Procurement or Travel and Entertainment Expense Reports should be no more than semi-monthly or monthly
• Cardholders should create a monthly Expense Report and submit at the end of the month
• Each individual transaction does not require an Expense Report, cardholders should combine multiple transactions onto one monthly Expense Report
• Cardholders should reconcile transactions in the month the charge to the card was made, the month the transaction becomes an Available Expense in Concur
• As transactions become available in Concur, the cardholder should:
  
  • review transactions for accuracy
  • upload receipts
  • add those transactions onto that saved Expense Report
• In the last week of the month, the cardholder would Submit the Expense Report, which routes to approver
• The goal is to capture the majority of transactions during the month they are generated
• Account for the time needed for the Expense Report to be routed for approval by your Financial Unit Approver

Example of monthly process:

1. A transaction posts in Concur on July 5, 2020
   
   1. Cardholder creates an Expense Report Titled: July 2020
   2. Cardholder reviews the transaction, adds the Available Expense to the July 2020 Expense Report and attaches receipt(s)
   3. Cardholder Saves expense to Report, but doesn't Submit
2. A second and third transaction post in Concur on July 10, 2020
   
   1. Cardholder reviews the transaction, adds the Available Expense to the July 2020 Expense Report and attaches receipt(s)
   2. Cardholder Saves expense to Report, but doesn't Submit
3. A fourth and fifth transaction post in Concur on July 25, 2020
   
   1. Cardholder reviews the transaction, adds the Available Expense to the July 2020 Expense Report and attaches receipt(s)
   2. Cardholder Saves expense to Report, but doesn't Submit
4. Cardholder Logins to Concur on July 27, 2020, last week of the month, reviews the saved Expense Report and submits July 2020 Expense Report
5. The Expense Report will be routed for approval
6. Approvals should be completed no later than the last day of the month, to ensure the transactions post to the Oracle financial system