PPE Updates

  • June 13th, 2022
  • in News

The University previously purchased over 250k various items for distribution across our campus and there are still plenty of the below items available. For more information on how you can obtain these items and to see what is remaining please reach out to Logistical Support Services. When making requests to logistics.ic@ua.edu please include the Department, contact person with email address, number of employees needing PPE, and purpose of PPE. Any PPE that would be ordered by a department under normal operations unrelated to any COVID safety measures may be purchased through normal procurement methods.

Masks – KN95, cloth, disposable, adjustable
Sanitizer – all sizes
Disinfectant spray
Clear masks
Safety goggles
Safety glasses
Face shields

New Concur User Interface – Now Live!

  • June 13th, 2022
  • in News

The new Concur User Interface (UI) went live for all campus users on Monday, June 13.  All training reference documents on the Concur Website have been updated to provide users with ample resources to navigate this change. Additionally, we will hold Help Sessions in the Procurement Services Building to provide in-person assistance related to this update. After using the new interface, if you would like to attend a help session, please sign up using this Registration Link.

As a reminder, this update will only impact the Request and Expense modules for the user creating and submitting reports. Concur Travel Bookings, Concur Invoice, and the Concur Mobile App will not change as part of this UI change.

This new UI is intended to provide users with a more accessible design and an improved user experience. It is easier to learn, should save users time, and make it easier to complete many tasks. Accessibility is also improved as the new UI provides a more intuitive and approachable experience for users with visual, auditory, motor, cognitive, or speech disabilities to use our solutions, making them more inclusive.

Throughout the pilot phase, we have received questions primarily on two topics – Available Expenses and Available Receipts.

Available Expenses
The Available Expenses section includes items that could be true P-Card charges, e-Receipts, or itineraries. In the Old Concur User Interface, P-Card transactions, e-receipts, and itinerary items had a “Source” column that colored icons to indicate what type of expense the line item was. In the New Concur User Interface, the Source column has been replaced with a “Payment Type” column.
1. US Bank PCard – this Payment Type indicates that the transaction was paid with a US Bank P-Card.
2. Pending Card Transaction – This is an itinerary, e-receipt, or mobile app receipt picture that has not yet matched with a p-card transaction. This line item does not have to be reconciled until the card charge posts.

Please be mindful that P-Card transactions typically take 3-5 business days from the date the card was swiped to post into Concur. Please make sure you are waiting until card transactions post and reconcile only US Bank P-Card items from your Available Expenses.

This is summarized further with screenshots included in the Available Expenses Changes Guide.

Available Receipts
The Available Receipts sections includes receipts that have been uploaded to Concur or emailed from a verified email address. Previously, in the Old Concur User Interface, users could drag and drop multiple files at once from their desktop or another folder to their Available Receipts section. In the New Concur User Interface, the drag and drop ability has been removed. Pilot users have been frustrated with this change as they do not want to upload many receipt files separately. There is a solution. When you click Upload Receipt Image and navigate to the folder that houses your receipt files, you can select multiple files to upload at once by holding down the Ctrl key as you are selecting files for upload. This will allow you to select multiple files to upload at one time.

If you have any questions, or need any help, please reach out to the Concur Help Desk.

Medical Purchases

  • June 1st, 2022
  • in News

Departments across campus sometimes feel the need to purchase various medications for disbursement to faculty, staff, or students. This includes Tylenol, Advil, Aleve or any other over-the-counter medications. These purchases cannot be paid for using any type of UA funding (state funds or foundation funds). If you have any questions, please reach out to Robby Plumb in Risk Management.

Travel P-Card Transactions and Pre and Post Trip Reports

  • June 1st, 2022
  • in News

Travel P-Card Transactions and Pre and Post Trip Reports
University travelers typically plan travel months prior to their actual trip using the P-Card to book airfare and register for conferences. Deposits for lodging may also be paid on the P-Card prior to traveling (Note lodging deposits can be reconciled using the Lodging – Deposit Account Code which will not require itemization).

Charges incurred prior to the trip typically will have to be reconciled prior to the trip in order to be in compliance with P-Card deadlines. We recommend completing and submitting a Pre-Trip Expense Report for these types of pre-trip transactions. The travel dates in the Expense Report header can be input as the dates the transactions were incurred.

A post-trip report would then be submitted following the trip to request per diems and reconcile any P-Card transactions incurred while in travel status. The travel dates on this Expense Report should be input as the actual dates of travel. Another reminder when reconciling P-Card transactions is that transactions will typically take 3-5 business days to post in Concur. If you use your card and subsequently note an e-receipt or itinerary in your Available Receipts, please know that you still must wait the 3-5 business days for the actual transaction to post and match with the e-receipt/itinerary documentation.

Declined Transactions with Foreign Vendors

  • May 11th, 2022
  • in News

U.S. Bank purchasing cards are open for making transactions with foreign vendors both in person and online, however, there is a higher chance that the transactions will be suspected as fraudulent. If you experience declines, you can always call the number on the back of your card for help. If your card is declining because of suspected fraud, calling U.S. Bank customer service will be the fastest way to get the purchase approved and begin using your card again.

Please see the U.S. Bank section of our website for more information about contacting customer service. Feel free to reach out to pcard@ua.edu with any questions.

P-Card Storage in Concur

  • May 11th, 2022
  • in News

P-Card Services distributed new US Bank P-Cards to College/Department Budget Managers in December prior to the University’s Holiday Break. The Regions P-Cards were then deactivated at the end of December. As more and more P-Card holders are beginning to travel, we are receiving reports of credit cards declining during the travel booking process. In the instances reported, the individuals had not updated the P-Card in their Concur profiles from the Regions P-Card to the new US Bank P-Card. This causes the card to decline and the reservation to be routed to Christopherson Business Travel (CBT). CBT will email the traveler with instructions to correct the issue within 24 hours. Once the card is updated in the profile, the user must respond to CBT who will then complete the booking. However, as a travel agent must be involved in the booking, this will trigger a $17 agent assist fee on the reservation. In order to prevent this issue and the resulting fee, please ensure that you have updated the credit card in your profile to your new US Bank P-Card (instructions below).

From the Concur Homepage, select Profile and Profile Settings.
Select Credit Card Information. This will direct you to the Credit Cards section of your user profile.
Select + Add a Credit Card.
Complete the fields in the form.
In the “Use this card as the default card for:” section, please ensure that you have selected the modes of travel that you will be booking in Concur.

P-Card Due Date and Suspension Date Reminder

  • April 4th, 2022
  • in News

With the transition to U.S. Bank P-Cards, the billing cycle dates and due date have changed. Please note that the cycle for U.S. Bank transactions runs from the 26th of the month to the 25th of the following month. The due date changed to the 25th of the month following the billing cycle, with cards being suspended on the 26th.  To prevent card suspension, transactions must be completely through the approval flow and have a status of “Approved and in Accounting Review” by 5pm on the 25th of the month following the cycle. For example, transactions with a post date of February 26th through March 25th are due in Procurement Services by 5 pm on Monday, April 25th.  Cards with outstanding transactions not received by the due date will be subject to temporary suspension on Tuesday, April 26th.

Since it takes time for reports to move through the approval flow, we recommend setting an internal deadline for when reports should be submitted. To see where the report is in the approval flow open the expense report then click Details > Approval Flow. The Approval Flow window will open displaying the complete approval flow and the status for the Expense Report.

Feel free to reach out to P-Card Services at pcard@ua.edu with any questions.

Campus Tour Transportation

  • March 4th, 2022
  • in News

If you or someone in your department find yourself needing to book micro-transportation or touring services around campus, please review the options below.

  • First, check with the Capstone Men & Women.  This group provides tours for large groups at specially arranged times.
  • If someone in your department would like to provide a tour, please check with Fleet Services about renting a UA vehicle.
  • Another option would be to use Crimson Ride Charter Services.  There are two bus options, and both are ADA accessible.

If these options do not meet your needs, you will need to obtain approval from Catherine Johnson, UA Senior Buyer in the Purchasing Department.  Be sure to include why the alternate method is needed and why the above-mentioned options will not meet your needs.

Travel Updates

  • January 24th, 2022
  • in News

As we start a new year of travel and conferences, Procurement Services has worked to put together helpful information for travelers.  Please remember that the Concur booking tool is required for all airfare and is recommended for lodging and rental cars when possible.  When lodging and rental car reservations must be booked outside of Concur, the UA P-Card is the required method of payment.  Due to these requirements, we have many individuals who have received P-Cards to be used for travel.  We have put together a reference page for Using the P-Card while Traveling to summarize allowable purchases based on the type of travel as well as other helpful information.  Additionally, we recently sent out a Travel News and Information email to all Concur users with several articles covering various travel topics. Please take the time to review these helpful resources.   For questions regarding Concur travel bookings, UA Travel Policy, and/or Travel, Entertainment and Expense Reports, please contact the Concur Helpdesk at concur@ua.edu.

P-Card Services Card Provider Update

  • December 1st, 2021
  • in News

Prior to the University’s Holiday Break (December 23 – January 3), P-Card Services will deliver new US Bank P-Cards to the College/Department Budget Manager for distribution.  Each card envelope will contain instructions on how to activate the card, a new sales tax-exemption certificate, a new p-card sleeve, and a Tax ID sticker that should be added to the back of the new card.  Upon receipt of the new US Bank p-card, please activate it and begin using it immediately.  The Regions P-Cards will be deactivated no later than December 31, 2021 and will not be available for use after that time.  Please note, all transactions will continue to be reconciled through Concur.  If you have any questions, please reach out to P-Card Services at pcard@ua.edu.