# Corp Card & Employee reimbursement ## expand\_more [Concur ](https://login.harvard.edu/home/harvard_concurtravelandexpenses_1/0oa21c3h3u9wYgc7x1d8/aln21c3rnpnW0kJYb1d8)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](https://cardservices.harvard.edu/policy-corporate). 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: Use the Expense and Travel options under Service. (Please note this is a Concur website and not a Harvard website) Links: [Concur](https://key-idp.iam.harvard.edu/idp/profile/SAML2/Unsolicited/SSO?providerId=https://www.concursolutions.com) financial application [University-wide training resources](https://travel.harvard.edu/concur-training) (presentations, guides, job aids, tutorials) Concur (Employee) Processing Credits/Refunds CONCUR INSTRUCTIONAL VIDEOS ## Concur (Employee) ### Creating a Concur report Sort**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 Sort**Approvers** **Fields an approver could edit** **Fields an approver cannot edit** 1. Line level business purpose 2. Adjust amount down 3. Edit coding (except for object code) 4. Add receipts, images, documentation, etc... 5. Add a comment to an expense 6. Flag expense(s) for Add Pay 7. Some expense types (object codes) 1. Change/edit requestor comments 2. Separate tax out to object code 8450 3. Add/delete a transaction on the report ## Processing Credits/Refunds Sort **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* ## CONCUR INSTRUCTIONAL VIDEOS These videos (about 1 minute each) help address the most common Concur questions regarding: - [Adding per diem](/file_url/117) - [Attaching documents to the report header](/file_url/122) - [Changing an Expense Approver](/file_url/120) - [Creating account code favorites](/file_url/118) - [Editing multiple transactions](/file_url/121) - [Entering lodging expenses](/file_url/119) - [Review CITI transactions](/file_url/121)