CONCUR EXPENSE PROJECT (FOR TRAVEL, NON-TRAVEL & OUT OF POCKET REIMBURSEMENTS)

1. CONCUR EXPENSE PROJECT (FOR TRAVEL, NON-TRAVEL & OUT OF POCKET REIMBURSEMENTS)

2. Concur Overview Concur – a web-based travel booking and expense reporting tool. • Travel booking will process through Concur • Electronic receipts will be uploaded into the expense report Travel management company use is encouraged • Christopherson Business Travel will be our travel management company – use is not mandated but we expect them to be helpful and cost-effective • All pcard and out of pocket expenses will process through Concur • It will replace the current Edgar Webapps TEBM processes. • “Travel envelopes” and “monthly pcard statements” will be replaced by Concur’s electronic “expense report” • Pcard charges will import directly into expense reports in Concur

3. Higher Ed. Concur Users • Princeton University - Tulane • Notre Dame - U. of Pennsylvania • Rensselaer Polytechnic Institute - Vanderbilt • U. of Tulsa - MD Anderson • U. of San Francisco - Texas A & M - Penn. State - U. of Colorado - U. of Houston (new customer) - U. of Michigan

4. Concur’s Capabilities • Electronic expense reporting for travel and non-travel pcard charges which minimizes the hassle of completing expense reports • Relies on electronic receipts • Scan, picture or e-receipt (Concur is negotiating e-receipts with vendors) • Allows mobile usage: process & approve reports using tablets and/or smartphones • Eliminates the need to collect, manage, and store paper receipts • Provides expense reports with more pre-populated information - Offers extensive reports, including standard reports and ad hoc reporting

5. Concur Rollout • Beta testing has begun with about 25 users • Campus-wide areas begin testing in June through mid-August. - Christopherson Business Travel provides training – this summer • Anticipated campus rollout is October, 2014 • To be developed – website and/or blog, training materials, training sessions and FAQ’s. • Updates to Rice’s travel policy and procedures are in discussion. • Concur’s approval workflow requires a “one-over” approver. The use of Concur expense is mandatory – the use of the travel management company is optional.

6. Concur Home Page

7. Concur Fees Expense Reports (required): • Fees are based upon the # of expense reports processed; Central Administration will handle these fees. Travel Management Company (usage is optional and encouraged): • These fees will be charged to the department and vary depending upon how travel is booked. Fees now are included in prices for travel that is booked on-line. • Online booking: $0 (hotel & car only) to $5 (includes airfare). - Agent assisted travel: $10 (hotel & car), $24 (airfare, car & hotel) or $35 for international travel (air, car & hotel).

8. Rice Implementation Team Core Team Members Kathy Collins, VP Finance Tessie Skulski, Controller’s Office Brad Fralic, Controller Patti Gaylord, Controller’s Office Dr. Paul Padley, Physics & Astronomy Mary Widner, Natural Sciences Randy Castiglioni, Admin. Systems Brian Soika, Procurement Wayne Robinson, Resource Dev. Marc Scarborough, Info. Technology Additional Areas and Participants Administrative Systems – David Hudson and Heather Barr Athletics – Andy Platt and Bryan Dean Controller’s Office – Gina Diaz Engineering – Teia Wright and Connie Myrick Jones Graduate School – Tim Pitts, Shundra Miles and Veronica Garcia VP Research – Hope Grant