Corp Card & Employee reimbursement

Concur is our web-based system for processing faculty and employee travel and business expense reimbursements, as well as making direct payments for authorized purchases on the Citibank Corporate Card. Other resources include:
24 hour toll-free user support: 866-793-4040 -or- 617-495-8500, option 6
Live Chat: Log into Concur. Click on the "Help" link then select "Contact Support" which will direct you to the Concur Support Portal

Concur system status (i.e., outages) can be found here: https://open.concur.com/
Use the Expense and Travel options under Service. (Please note this is a Concur website and not a Harvard website)

Links:

Concur financial application
University-wide training resources (presentations, guides, job aids, tutorials)

Concur (Employee)
Processing Credits/Refunds
CONCUR INSTRUCTIONAL VIDEOS

Creating a Concur report

Preparer Best Practices
Reimbursement timeline	CITI Corp Card - must be paid within 60 days Out of pocket - 90 to 182 days (taxable)/>182 days (not reimbursable)
Expense Report naming	CITI payment Last name- "CC" statement date-date created Out of pocket Last name- "OOP" expense(s) date range-date created
Business purpose naming	Focus on Why (64 character limit) Examples NIH R01 John H. pres. at SfN conf. San Diego May 1-3, 2022 NIH R01 John H. glucose mixture This description is first entered at the report creation stage and should be edited for each transaction where applicable
Saving receipts naming	Dollar amount - individual's name
Comments field	Use to expand on your business purpose Example Presenting at SfN conf. in San Diego, CA poster titled "Zebrafish behavior and what it can tell us about neuron activity in sleeping mammals"
Conferences	Substantiate the purpose; Present or attending for a specific benefit to the project Upload appropriate supporting documentation: poster information, agenda page with traveler's presentation session, etc...
Meal receipts	Upload itemized receipts (contact the restaurant) Alcohol (beer and wine only), including tip and tax must be charged to 8450
Personal expenses	Must be submitted for approval; check the box in Concur Expense type selection "Other>Personal/Non-reimbursable" Cardholder must write a check to CITI directly
Forms that need manual upload	MRA transaction <$75 (Electronic option is available >$75) Exception forms such as Fly America, FAS travel exceptions, etc... International travel registration
CITI card reconciliation	Delegate/Cardholder should check their CITI statement to ensure it is current

Approvers
Fields an approver could edit	Fields an approver cannot edit
Line level business purpose Adjust amount down Edit coding (except for object code) Add receipts, images, documentation, etc... Add a comment to an expense Flag expense(s) for Add Pay Some expense types (object codes)	Change/edit requestor comments Separate tax out to object code 8450 Add/delete a transaction on the report

Credit Type	Process	Expense Type	Business Description	Receipts/Backup
FRAUDULENT CHARGES	Both the charge and credit MUST be on the same report Make sure to report the dispute to CITI to avoid late fee charges	8450 - Other	Charge & Credit - Original expense date - "Fraudulent charge fully refunded on" refund date Example: 1/5/18 – Fraudulent charge fully refunded on 1/9/18	None needed
FULL CREDIT/REFUND	Process both the charge and credit on the same report If a credit is received after a payment is made for a charge, follow "Partial credit/refund process"	8450 - Other	Charge & Credit - Original expense date - "Charge fully refunded on" refund date Example: 1/5/18 - Charge fully refunded on 1/9/18	None needed
PARTIAL CREDIT/REFUND	Charge - Process Credit - Process; and If possible on the same report	Charge - Appropriate expense type Credit - Same expense type and account string as the charge	Charge example: 1/5/18 J. Johnson Glue sticks for office use Startup Credit example: 1/9/18 J. Johnson Refund for Glue sticks on 1/5/18 Startup	Charge - Receipt showing the expense and matching amount OR revised receipt with the lower amount and email confirmation of the refund Credit - Receipt with the refund amount shown OR email confirmation with refund amount shown. If not available, MRA