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Volume 1, Issue 5 Summer 2020
Canceled Trip Due to COVID-19 Missing Receipts Due to COVID-19 New Account Code for Online Training Frequently Asked Questions-Answered Download Apps! Make Your Life
Easier Virtual training signup Introducing Candis Pettigrew, Pcard
Coordinator
After proper approval from your org. manager, you may use your Pcard to pay for Online training. When no travel expenses are incurred, expense online training selecting Non-Travel Expense
Report. Use account code 755400 to expenseonline training.
Attention: Faculty
If online training is being paid with COE funds (utilizing org. # 400605) you must request approval PRIOR to scheduling and paying for ontraining.
Canceled Trip Due to COVID-19 Help us help you
New Account Code for Online Training
First, Accounts Payable is here to assist you with preparing your travel expense report. Contact Lisa Morman or Kathy Bouchez at [email protected] for assistance with all travel and non-travel expense reports/questions.
Did you cancel Airfare? If so, you have airline credits to be used for future travel. Did you cancel hotel reservations? Make sure you were not charged for any hotel expenses on your
credit card. Did you request a refund for registration?
o No. You should request a refund.o Yes. Have you received the refund and deposited it with the cashier’s office? Did you notify
AP of the status of your refund? Please send [email protected] a status update onexpected or received registration credits. (AP is tracking all registration credits and cashadvances to make sure they are being applied properly on expense reports.)
Are you a travel expense approver? Please do not return reports to employees without firstchecking with AP. We’ve been working with employees to complete their reports and may haveinstructed them to prepare it in a certain way.
Has your travel date passed? Submit your expense report now, if you have not already done so.
Reminders: Include credits for registration in your report. Any paid airfare should be expensed this fiscal year, even though you may have airfare credits to use for future travel. Please respond to emails regarding unsubmitted or returned reports you’ve received from Accounts Payable. Your assistance is appreciated.
Summer 2020
Reconciling Travel and Non-Travel
Expenses
DOWNLOAD these APPS Make Your Life Easier!
Concur for Mobile - Book travel and prepare expense reports on your mobile device. Take photos of your receipts and save them to your Available Receipts area. Approvers can also approve expense reports.
TripIt - Get real-time flight alerts and notifications. TripIt Pro automatically organizes any travel confirmation emails you forward into your daily itineraries. Share specific plans or your entire itinerary with others. Check directions, maps, and weather from the itinerary. TripIt Pro is free if you activate it through the Concur.
Candis Pettigrew
A number of employees did not attach receipts to their expense reports during the COVID-19 Stay-At-Home order because their receipts were at the office.
We need those individuals to resolve this issue ASAP.
How to: 1. Click on Expense 2. Click on Report Library (blue link on the right
of the screen) 3. Select the appropriate report 4. Select line item 5. Attach as usual
Help us welcome the newest member to our AP-Travel-Pcard team, Candis Pettigrew. Candis is assuming Pcard coordinator responsibilities from Herbert Harper. Her contact information is [email protected], and she can be reached at x3830. For Pcard questions, please contact Candis to assist you.
Summer 2020 Volume 1, Issue 5
Month Day Type of Training Time Location July 7/21/2020 Pcard Non-Travel 9:00-10:00 Virtual
7/21/2020 Expense Travel 10:00-11:00 Virtual
7/22/2020 Check Request 9:00-10:00 Virtual
August 8/18/2020 Pcard Non-Travel 9:00-10:00 Virtual
8/18/2020 Expense Travel 10:00-11:00 Virtual
To reserve your space in a virtual class, please rsvp to [email protected]. In the subject line put “Virtual Training”
HELP! We’re Confused
Summer 2020 Volume 1, Issue 5
Summer 2020
Frequentyly Asked Questions (FAQs)
What date should I put on my travel expense report? Travel dates, not date ofconference, should be the date entered on your request and expense reports.
What documentation is required to process travel and expense reports? Invoicesshowing payment for line item, must be attached to each expense line item on your report. Also, for each non-travel expense reports attach a copy of your JPMorgan credit card statement. See above for link to JPMorgan web address to download statement.
Is an AGENDA required on the expense report? Yes, create a line item with the expense“AGENDA”. Attach the agenda for documentation.
What if my invoice documentation doesn’t match amount on expense report? Theexpense report will be returned for proper documentation to support your request.Verify that amounts on report agree to documetation before submitting reports.
PCard Due Date:
You can access your JPMorgan statement online beginning the 28th
of each month. The report deadline to submit non-travel expenses is five (5) business days after the 28th.
28
Travel reports are due within five (5) business days after traveling.
Please remember to attach your JPMorgan account activity monthly statement to your non-travel expense report each month. Access JPMorgan statement monthly statement at: https://smartdata.jpmorgan.com/static/public-portal-ui/login-signin-component?invalidLogin=true&cobrandHost=chase
Monthly Account Activity Statement
