Category: News

Changes to Relocation

The Tax Cuts and Jobs Act eliminates the deduction for qualified moving expenses effective January 1, 2018. All moving expenses, whether previously deductible or not, are now taxable to employees if reimbursed or paid on their behalf.

Due to this federal law change, the University will adopt a moving allowance policy. If a department wishes to pay an amount towards relocation costs for a new hire, they will do so through a moving allowance. The moving allowance will be paid through Payroll, subject to federal, state, and FICA tax withholdings, after the new employee comes on board.

If desired, departments may contact the UA Purchasing Department to obtain the name of the moving company under contract. When using a moving company under University contract, the employee will pay the moving company directly.

Details on the new policy and procedures will be released in the coming weeks.

Did you know Concur Tips!

  1. Did you know that you can modify which system-generated Concur emails you receive?

    See the Email Preferences Instructions for more information.

  2. Did you know that you can include more than one transaction on an expense report?

    P-Card Non-Travel Expense reports can include more than one transaction on each expense report.

    Travel, Entertainment, and Reimbursement Expense Reports can include P-Card transactions related to the trip along with any travel related reimbursements.

  3. Did you know that you can reduce the number of P-Card system-generated reminder emails that you receive from Concur?

    System-generated email reminders are currently setup to be delivered on the 14th and the 28th of each month.  These emails are intended to remind P-Card holders of the P-Card transactions that are available to be reconciled and are not currently assigned to an open expense report.  Non-travel related expense reports can be submitted on a weekly, bi-weekly, or monthly basis.  Travel related expenses that are purchased in advance of a trip will trigger the system-generated email reminders until the transactions are added to an open expense report.  To help manage the transactions related to future travel, start a new expense report and add your future dated Travel related P-Card transactions to the report to be reconciled but do not submit the expense report until after the trip has occurred.

  4. Do you have questions about how to input Travel Reports for In-State Travel under the exception noted in Section 2.10.5 of the Travel Policy?

    As communicated in previous newsletters, if you have traveled to a convention, conference, seminar or other meeting of a state or national organization of which you or the state is a dues-paying member, you may be reimbursed for your meals and lodging subject to the out-of-state travel requirements.  In order to input these trips into Concur, we have created a new report type for these situations called In-State Overnight (Dues Paying Member Exception).  Please use this report type in the future for these types of trips.

  5. Did you know that you can email your questions to concur@fa.ua.edu?

Get Connected Socially with Procurement Services!

Did you know that Procurement Services is on Facebook, Instagram, and Twitter? We use these platforms to send out answers to common questions, announce upcoming training opportunities, and to communicate news and updates. We are also working on featuring our current construction and remodeling projects, introducing our staff, and highlighting our roles. We encourage you to take advantage of following UAprocurement.

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Financial Year End Closing

Please remember to plan your purchases early this month so you won’t miss the boat at the end of the month. Additional information for the fiscal year ending September 30, 2017, is available on the Financial Accounting & Reporting website.

  • Concur Payment Requests: 2017 expenditures should be processed in Concur as soon as possible after the expense is incurred. Payment Requests must be submitted and completely through the approval flow to Accounts Payable no later than 5:00pm on October 9th.
  • Concur Travel, Entertainment and Reimbursement Expense Reports: Expenses for trips taken through September 30th are to be charged to your 2017 budget, submitted and completely through the approval flow to Accounts Payable as soon as possible after the completion of the trip, but no later than 5:00pm on October 9th. Please do not reconcile new year P-Card travel transactions prior to October 18th.
  • P-Card Transactions: Concur expense reports for p-card non-travel with a purchase date of September 30th or prior should be reconciled and completely through the approval flow to P-Card Services no later than 5:00pm on October 9th and will post to FY2017. Please do not reconcile any transactions with an October 1st or after purchase date prior to October 18th.
  • Receiving: Receiving should be promptly completed when items are received on or prior to September 30th.
  • Purchase Orders: Fiscal year 2017 orders must be created and approved in buyBAMA by close of business on Monday, September 25th in order for the encumbrance to be brought forward to FY2018. All purchase orders created after September 30 must be charged to FY2018.

All purchase orders outstanding in fiscal year 2017 will be carried forward to your 2018 budget. A budget increase equal to these commitments will be processed to your 2018 budget to the degree that funds are available for funds 11000-11012. Departments will be responsible for budgeting encumbrances in all other funds, if appropriate.

Encumbrances will roll forward October 19th.

Concur Delegates

The Concur system allows users to delegate authority to other individuals to approve Expense Reports and Invoice Payment Requests on the approver’s behalf. If you are a supervisor delegating approval authority to an individual with less authority, it is important to understand that there must be documentation in place to denote your review/approval. This is necessary not only for your protection, but also your employees and delegates. As such, please ensure that you are delegating this authority to individuals at an appropriate level, or work with your delegates to develop an external process outside of the Concur system to document appropriate approvals. For example, in one department on campus, the delegate approver is printing the Concur report and physically providing it to the assigned approver. The assigned approver initials the printed version signifying her review and the delegate approver uploads this signed version into Concur and marks the report approved in Concur. In this example, the documentation demonstrates that the assigned approver is reviewing and approving; and that the delegate, who does not have the authority within his/her role at UA to approve reports on his/her own, is simply completing the workflow step in the system. If you delegate to an individual with equal or greater authority the extra documentation will not be necessary.

Concur Support

As we roll into the Fall Semester and welcome our new students, and new faculty, and new staff; we want you to know that our Concur support will continue.

Throughout the month of August, we are offering special Concur User Profile Help Sessions geared towards new faculty and staff users. In these sessions, we will assist new users in setting up profiles and assigning delegates. See below for the dates, times, and locations:
• Monday, August 7, 9-10:30am in Bruno Business Library, Room 6
• Tuesday, August 8, 9-11:00am in Gorgas Library, Room 204F
• Wednesday, August 16, 1-3pm in Gorgas Library, Room 204F
• Monday, August 17, 9-10:30am in Bruno Business Library, Room 6

If you need help navigating the system and completing reports, we are offering Help Sessions on Tuesdays, Thursdays and Fridays at the Procurement Services Building. The list of dates and times can be found on the Concur website at concur.ua.edu.

We also have User Guides and helpful videos available on the website as well as instructions for downloading the Concur mobile apps to your smartphone or tablet so you can build, review and approve reports remotely!

Thank you for your continued support!

Concur User Update

We are officially live in Concur, and the number of users continues to grow. We have almost 3,000 users trained and using the Concur system. This represents 75% of our projected Concur users. Additionally, over 4,400 Expense Reports and Payment Requests have been submitted and fully processed through the system! If you are part of the 25% that has not completed the Concur Travel and Expense training, please do so at your earliest convenience so that you do not experience any delays in your reimbursements or payments.

If you need help navigating the system and completing reports, we are offering Help Sessions on Tuesdays, Thursdays and Fridays at the Procurement Services Building. The list of dates and times can be found on the Concur website at concur.ua.edu. We also have User Guides and helpful videos available on the website as well as instructions for downloading the Concur mobile apps to your smartphone or tablet so you can build, review and approve reports remotely!

Thank you for your continued support!

Concur User Update

We are happy to report that the Concur implementation is going great! We have almost 1200 users currently in the Concur system! If you are not using Concur yet, you can expect to hear from us very soon with an implementation date for your department.

Thank you for your continued patience while we transition to this new system.

Concur Implementation Update

The Concur rollout is in full swing, and we are pleased to report that things are progressing as planned. The pilot groups have been very helpful in testing out processes, new users have been identified, and we have begun the training phase for the first rollout group. We will continue to keep you up-to-date as we go. You can expect to hear from us in advance of the implementation for your department.

Thank you for your patience and support while we work through this transition.

Concur Implementation

Procurement Services is pleased to announce that the Concur Travel and Expense Management system has been configured, and our pilot groups are beginning to use the system. We recently met with budget managers from across campus to provide an update on the implementation and to begin compiling the list of new users and approvers. The phased rollout is scheduled to begin in mid-April and will end in late June, and we will be setting up planning meetings with our first rollout groups very soon. New users will be contacted by email when they should begin training.

We look forward to working with you all as we get this project underway.