New UCR travel and expense system launches

UC Riverside is relocating to a new vacation and cost procedure with up to date technological know-how that tends to make it less difficult for tourists to deal with payments and acquire reimbursements.

The campus formally deployed the Concur Travel and Expense System on Monday, July 25 following 8 months of arranging. It’s the initial of many updates to growing old monetary administrative software package devices as component of the multi-calendar year Impression23 initiative that will see much more improvements over the up coming 12 months. 

Here’s what to assume:

What is the Concur Vacation and Expense Method?

Concur is a secure cloud-dependent platform for booking college small business travel that is aimed at expanding efficiencies for travelers, cardholders, and section representatives. It integrates invoice, travel, and expenditure management into 1 technique. It replaces the existing iTravel system. Staff members will be in a position to use it to book and control payments for airlines, lodges, auto rentals, and other journey-connected charges. This is the first stage of the shift to Concur for travel charges. The next period, prepared for 2023, will go over business conferences, enjoyment and other reimbursements.

How to get started out with Concur

Immediately after the traveler part is assigned by the employee’s office units entry administrator, workforce can obtain Concur with their NetID and create a profile that allow use of Concur. Concur will allow personnel to attain pre-journey approval and estimate fees in progress. Travelers also have access to the new company Journey & Amusement Card. Expenses charged to the Journey Card are paid out straight by the college however, the traveler (or their specified vacation arranger) will have to reconcile the expenditures to an cost report within 30 times soon after the trip’s close day.

How to guide journey

Staff members can use Concur’s on the internet platform to compare and choose dates and rates for flights, motels, trains, and motor vehicle rentals. UCR has also contracted with Anthony Travel to provide as its selected travel company to assist UCR tourists. Anthony Journey has UC-devoted journey agents offered to ebook visits or support tourists on the web or by telephone 24 hours a day, seven times a 7 days. Vacationers can also book rates to a company card held by Anthony Journey.

What is the reimbursement course of action?

Under Concur, UCR will be billed instantly throughout the scheduling procedure, minimizing out-of-pocket fees for travelers. 

UCR’s vacation card method will shift from a personal liability to company liability method. Vacationers will have to apply for and acquire approval from their departments to be issued a Visa credit history card to spend for accepted vacation and company fees. The college will shell out the costs quickly but the cardholder is accountable for the month-to-month reconciliation of fees by means of an expenditure report.

What are some of the new attributes out there to UCR travelers?

Concur will allow Vacationers to handle receipts and insert charges on the go. Concur’s mobile app delivers travelers the capability to reserve air, hotel, and vehicle rental, manage their itinerary, examine flight position, and much more. Users can consider pictures to attach receipts and document other costs as they come about while touring. Travel booked via Concur will register the trip with UC’s journey coverage method, UC Absent.

Why is UCR shifting from iTravel to Concur?

iTravel is an older internally formulated program system that is turning out to be out-of-date. Concur is a business whose cloud-centered software program is extensively employed by quite a few businesses, like other UC campuses.

What if I already have trips booked on iTravel?

The iTravel program and excursions booked by way of it will continue on to be supported through a changeover time period with the objective of phasing it out by Sept. 1.  All campus tourists ought to changeover to Concur by that date.

How will college student vacation be booked?

Only occupation or agreement workers with section acceptance can reserve travel and be issued vacation and Journey & Amusement Playing cards. Employees can book travel and set up lodging for pupils. 

Will there be training and other resources available for the transition?

A number of training classes will be accessible as section of the Concur roll-out. A 20-moment system on use of the journey card is essential right before making use of for a travel card.

Methods involve:

•    Concur Schooling & Assets: Register for schooling, see guides, and enjoy films
•    Travel Arranger Sessions: Division travel arrangers can indication up for a 15-minute session with a UC Riverside accounts payable travel advisor to get dwell help for Concur 
•    Office Hrs: Casual classes to protect the most-questioned inquiries about Concur, followed by an open Q&A
•    Impact23 Local community of Follow (Vacation Channel): Find out from and crowdsource responses from colleagues
•    For travel-connected plan queries, complex or entry concerns, and T&E Card inquiries, email [email protected]

For additional facts, take a look at the Effects23 Concur Vacation and Price web page.


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