How to Reconcile a Procurement Card OR T&E Card Fraudulent Charge in Concur


This guide covers how to reconcile Procurement Card or T&E Card FRAUDULENT charges

Critical Concepts

Steps to Take

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 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 with XXX as the business purpose 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
b. Expenses shown here would not be valid UCSD-Procurement Card or T&E Card Expenses

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 value of the added transactions
7. Hover over an Expense to highlight it and select Expense Type

8. The Expense Details section displays
9. In Details, search the Expense Type by entering in Fraudulent Charge

10. In the Detailed Business Purpose 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

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 see this additional KBA on How to Allocate Expenses

14. Repeat Steps #1-13 in this section for each fraudulent Expense to be added to this Report

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494