Fiscal Year-End 2018

With FY18 ending in a few short weeks, it is important to note the below dates to ensure that Procurement Services can process all orders and post all transactions to Banner within the Financial Accounting deadlines:

  • Bids must be requested by Friday, August 31st at 5 pm
  • BuyBama Purchase Orders must be created and approved by Monday, September 24th at 5 pm
  • BuyBama Receiving must be completed by Friday, September 29th at 5 pm
  • Concur Payment Requests must be submitted, approved by all approvers, and to Accounts Payable for processing by Friday, October 5th at 12 pm
  • Concur Expense Reports must be submitted, approved by all approvers, and to Accounts Payable and P-Card for processing by Monday, October 8th at 5 pm
  • Banner Encumbrances will roll forward on Thursday, October 18th

Important P-Card Transaction Deadlines

With Fiscal Year 2018 closing in a few short weeks, the P-Card deadline of reconciling previous month transactions by the 18th day of the following month must be followed by all cardholders.  All transactions (travel and non-travel) with a prior month transaction date must be added to a report, submitted, approved by supervisor, budgetary and added approvers, and routed to either P-Card Services or Accounts Payable by 5 pm on the 18th day of the following month.  To assist cardholders in reconciling outstanding transactions by this deadline, cardholders will receive a reminder email with a listing of all outstanding transactions on the 14th of each month.  This email will be sent directly from the Concur system (autonotification@concursolutions.com).  If the transactions are not reconciled and received in either Accounts Payable or P-Card Services by 5 pm on the 18th, an email notification will be sent out on the 19th directly to the cardholder and will include the cardholder’s supervisor and applicable budget manager.  Failure to reconcile by the last working day of the month will result in card suspension on the first working day of the next month.

All transactions (travel and non-travel) that have a 6/30/18 or prior transaction date should have been reconciled, approved and routed to P-Card Services or Accounts Payable at this time.  All cardholders with outstanding transactions with a transaction date of June 30, 2018 or prior will receive an email notification today.  If these transactions are not received by P-Card Services or Accounts Payable by 5 pm on Monday, August 6th, cards will be suspended first thing Tuesday morning, August 7th.  Reconciliation will be monitored on a daily basis and cards will be reactivated after all charges have been reconciled, approved and received by P-Card Services or Accounts Payable.  If you have any questions or need help with reconciling, please email pcard@fa.ua.edu.

As a reminder, at year-end, cardholders will have a much shorter window to reconcile September transactions in order to post to fiscal year 2018.  Transactions with a September transaction date must be reconciled by October 8th at 5:00 pm.

 

TSA Pre✔® Enrollment Event

TSA Pre✔® Enrollment Event

UA is excited to announce the opportunity for you and your immediate family to participate in the TSA Pre✔® enrollment event on August 6, August 7, or August 8 from 8:00AM – 12:00PM & 1:00PM – 5:00PM at the C.M. Newton Room in Coleman Coliseum.

The TSA Pre-Check is an expedited screening program that enables identified low-risk air travelers to enjoy a smart and more efficient screening experience.  For TSA Pre-Check travelers, there is no need to remove shoes, 3-1-1 liquids, laptops, light outerwear or belts and this is good for five years!

To participate in this on campus enrollment event, follow these steps to pre-enroll

  1. Pre-Enroll at  https://www.identogo.com/precheck
  2. Click “Start Application Now”, then click “Apply Now”
  3. Fill out Steps 1-4
  4. On Step 4, Create an Appointment using your special location code “SP-UAL” and click “Next”
  5. Choose location “1201 Coliseum Drive” and click “Next”
  6. Select your desired appointment time (Please be sure to make note of your appointment time, no reminders will be sent out- choose walk-in option for day of enrollment). Remember the TSA Pre✔® Enrollment Event will be held at Coleman Coliseum in the C.M. Newton Room.

The application fee is $85 and can be paid by credit card, money order, or certified/cashier’s check. Cash and personal checks are not accepted. The costs associated with this service are not allowable on state funds (Chart A).  Payment via p-card, or personal credit/debit card seeking reimbursement, may be made only if approval is obtained to charge the expense to foundation funds.  If you have any questions about payments to your P-Card, please contact P-Card Services at pcard@fa.ua.edu.

Enroll now in TSA Pre✔® and become part of an expedited security screening program that helps take the stress out of travel.

If you have any questions, please contact Heather Hubbard at hhubbard@fa.ua.edu.

Relocation Changes

As communicated in the February 2018 Newsletter, the University has adopted a moving allowance policy as a result of the Tax Cuts and Jobs Act that went into effect on January 1, 2018, eliminating the exclusion/deduction for qualified moving expenses.

Newly hired employees can elect the timing of the moving allowance payment. If the individual elects to receive the payment prior to the employment start date, the allowance payment will be processed through Accounts Payable using the Concur Invoice Payment Request. When submitting in Concur, the allowance should be charged to Moving Allowance – 78147, and a copy of the offer letter stating the amount of the moving allowance must be submitted as documentation as well as evidence that the offer has been accepted. No taxes will be withheld at the time of the payment, but all applicable taxes will be withheld from the employee’s payroll when active. Note that house-hunting trips will not be reimbursed separately and should be included as part of the moving allowance. Departments will need to communicate to the individual that his or her first paycheck(s) will have taxes withheld related to the moving allowance.

If individuals elect to receive the payment after the employment start date, the allowance will be processed through payroll as a one-time payment using an ePA on the supplemental payroll. For this option, applicable taxes will be withheld at the time of payment with no impact on subsequent paychecks. A copy of the offer letter and/or the Approval Request for Relocation Allowance form stating the amount of the moving allowance, must be submitted as documentation. Note the appointment PA must be received before any supplemental PAs will be paid.

Temporary Living Allowances will be processed through the payroll system as well using an EPA with applicable taxes withheld at the time of payment. This type of allowance will be processed as multiple payments on the regular monthly payroll schedule. A copy of the offer letter and/or the Approval Request for Relocation Allowance form that stipulates the amount and duration of the temporary housing allowance must be submitted.

As a reminder, the University will no longer pay moving companies directly or provide reimbursements to individuals for moving expenses. Newly hired individuals can use our contract vendors and benefit from our negotiated rates but will pay the vendor directly. For any moving expenses already incurred in 2018, please contact Accounts Payable to determine the payment options.

The official policy will be released in the coming weeks. Until the official policy is released, please refer to the Relocation Allowances page for information.

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!