[Msoadm] Reminder: Monthly PCard Report Approvals Due by tomorrow Friday, November 15

[Asirra Suguitan]

Dear Colleagues,

This is a reminder that all PAST DUE monthly PCard reports MUST be approved by Friday, November 15, ahead of the transition to weekly statements.

Approval Deadline
Financial Approvers must approve the 9/26-10/25 monthly PCard statement and all PAST DUE monthly statements by this Friday. Failure to approve pending expense reports by this deadline may result in remaining on monthly statements, requiring manual intervention to transition to weekly statements. Note that this may involve a brief period of non-PCard usage.

Thank you for your attention to this critical deadline.

Sincerely,
Asirra Suguitan
Associate Vice Chancellor and Campus Controller
Business and Financial Services (BFS)
http://bfs.ucr.edu/
[ucr-logo-email]


From: Concurapprovers <concurapprovers-bounces at lists.ucr.edu<mailto:concurapprovers-bounces at lists.ucr.edu>> On Behalf Of Asirra Suguitan via Concurapprovers
Sent: Tuesday, October 29, 2024 1:48 PM
To: concurdelegates at lists.ucr.edu<mailto:concurdelegates at lists.ucr.edu>; concurapprovers at lists.ucr.edu<mailto:concurapprovers at lists.ucr.edu>; concurprocard at lists.ucr.edu<mailto:concurprocard at lists.ucr.edu>
Cc: msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Subject: [Concurapprovers] Important Update: Temporary Reversion to Monthly PCard Statements

Dear Colleagues,

We apologize for any disruption caused by the transition to weekly PCard statements<https://bfs.ucr.edu/news/2024/10/28/transition-weekly-pcard-expense-reports>. Despite testing, some unforeseen issues have arisen. To address these challenges and ensure a smoother process, we have temporarily reverted users back to monthly statements and paused the automated posting of new PCard transactions into Concur.

PCard monthly statements for the period 9/26-10/25 (as well as any previous monthly statements) can now be submitted as usual. If you encountered an error on 10/28 or 10/29, please "Save" or "Submit" your report to try again-the errors related to the statement periods should now be resolved (other errors will still require attention).

Please note that all tickets related to the current error will be closed, as the issue will be resolved through this adjustment.

Transition Window for Weekly PCard Statements
To successfully transition users to weekly statements, we need to finalize all monthly PCard statement submissions, temporarily pause the automatic posting of new PCard transactions in Concur (PCards can still be used, but transactions won't appear in Concur during this time), and then move users to weekly statements before resuming transaction postings. The next two weeks will serve as this transition period. Please review the transition dates below.

Important Dates:

  *   Submission and Approval Deadline: PCard Holders or DCAs must submit the 9/26-10/25 monthly PCard statement by 11/8. It is essential that all previous outstanding monthly statements are also submitted and, if possible, approved by this deadline.
  *   Administrative Processing Window: During 11/11-11/15, no new PCard transactions will appear in Concur, as data feeds have been paused. Then, by 11/18, users will be transitioned to weekly statements, and respective transactions will begin posting no later than 11/19. At that point, PCard transactions from 10/26-11/15 will also be processed and posted to the newly created weekly statements.
Missing the 11/8 Deadline
If PCard Holders or DCAs fail to submit current and previous monthly PCard statements by 11/8, they risk being locked into monthly statements going forward without manual intervention. Note that this manual intervention may require a window of non-PCard use in order to accommodate the transition from monthly to weekly.

We appreciate your patience and understanding as we work through this implementation.

Sincerely,

Asirra Suguitan
Associate Vice Chancellor and Campus Controller
Business and Financial Services (BFS)
http://bfs.ucr.edu/
[ucr-logo-email]


From: Asirra Suguitan
Sent: Monday, October 28, 2024 4:05 PM
To: concurdelegates at lists.ucr.edu<mailto:concurdelegates at lists.ucr.edu>; concurapprovers at lists.ucr.edu<mailto:concurapprovers at lists.ucr.edu>; concurprocard at lists.ucr.edu<mailto:concurprocard at lists.ucr.edu>
Cc: msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Subject: Known Issue - Transition to Weekly PCard Expense Reports Error Message

Dear Colleagues,

As part of the PCard Expense Report process, when categorizing or updating transactions, we are aware of an issue where a red flag warning may indicate that the charge is not in the correct statement period.

Error Message
[cid:image002.jpg at 01DB3523.B56BCCF0]
Please ignore this error for now and continue preparing your monthly statement as usual up to the point of submission. We expect to resolve the issue before submission is required. If the issue persists, a manual workaround will be available on a user-by-user basis.

If you are ready to submit a fully reconciled report now, please submit a ticket<https://ucrsupport.service-now.com/finadmin_portal>, and we will assist with the next steps.

Sincerely,

Asirra Suguitan
Associate Vice Chancellor and Campus Controller
Business and Financial Services (BFS)
http://bfs.ucr.edu/
[ucr-logo-email]

From: Concurapprovers <concurapprovers-bounces at lists.ucr.edu<mailto:concurapprovers-bounces at lists.ucr.edu>> On Behalf Of Asirra Suguitan via Concurapprovers
Sent: Monday, October 28, 2024 12:45 PM
To: concurapprovers at lists.ucr.edu<mailto:concurapprovers at lists.ucr.edu>
Subject: [Concurapprovers] Upcoming Improvement: Transition to Weekly PCard Expense Reports

Dear Colleagues,
As part of Phase 1<https://bfs.ucr.edu/enhancements> financial system improvements, there is a commitment to enhancing processes to serve the campus community better. A key focus is optimizing the Concur Travel and Expense system, specifically the PCard Expense Report process, for greater efficiency by year-end.

Transition to Weekly PCard Expense Reports
October monthly statements should be processed as usual. Beginning in November, U.S. Bank monthly statements will be transitioned into weekly Concur expense reports, with transactions organized by their posting date. This change is designed to accelerate processing and ensure transactions are posted promptly to the Oracle General Ledger and reflected in financial reports.

[cid:image003.jpg at 01DB3523.B56BCCF0]

During the transition from monthly to weekly statements, some additional statements, including those with overlapping dates, may be generated. This is expected as part of the cutover process.

PCard Expense Report Processing
The PCard Expense Reporting<https://procurement.ucr.edu/pcard#pcard-expense-reporting> webpage provides detailed information on the updated process. It also includes a new recommended weekly reconciliation calendar to help departments ensure transactions are approved and posted promptly. A guide to assist with processing in Concur is available here<https://drive.google.com/file/d/1fQMFKM6XpFEevXAQ8u9I2iEEeSxYATN8/view>.

Thank you for your continued support as these improvements are implemented.

Sincerely,

Asirra Suguitan
Associate Vice Chancellor and Campus Controller
Business and Financial Services (BFS)
http://bfs.ucr.edu/
[ucr-logo-email]

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