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<p class="MsoNormal">Dear Colleagues, <br>
<o:p></o:p></p>
<p class="MsoNormal">Phase one of the <a href="https://impact23.ucr.edu/">Impact23 Program</a> includes the deployment of Concur Travel and Expense in June 2022. UCR will be leveraging features available in Concur and upgrading the university’s Travel & Entertainment
Card Program (T&E Card). Please review the following information as it will impact employees with T&E cards and outline requirements to take advantage of the new corporate T&E cards.
<o:p></o:p></p>
<p class="MsoNormal">With the Concur launch slated for June 2022, the T & E Card Program will transition from a personal-liability to a corporate-liability card program. The new cards will be issued by U.S. Bank and are university-billed charge cards. Therefore,
expenses charged on the card must be reconciled via an expense report within 30 days of the trip completion date.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The new Corporate T&E Cards provide several benefits to the cardholder and university, including: <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l0 level1 lfo1">
The card balance will be paid in full each billing cycle by the university<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l0 level1 lfo1">
Reduction of out of pocket expenses for travelers<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l0 level1 lfo1">
Access to transactional activity by cardholder department <o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l0 level1 lfo1">
Integration of card transactions to facilitate expense reporting Concur (Phase 1 travel related)<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l0 level1 lfo1">
No late fees <o:p></o:p></li></ul>
<p class="MsoNormal"><b>Requested Actions: <o:p></o:p></b></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level1 lfo2">
Communicate to current department T&E cardholders: <o:p></o:p></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Encourage staff to pay off existing personal-liability card balances. <o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Notify the new corporate T&E cards will not be issued until personal T&E outstanding card balances are resolved.
<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Note: The Accounting Office will notify existing T&E Cardholders directly about this upcoming change.
<o:p></o:p></li></ol>
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level1 lfo2">
Departments should evaluate existing cardholders and /or travelers and identify individuals that should apply for the new T&E Card
<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level1 lfo2">
Requirements for new corporate liability T&E issuance:<o:p></o:p></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Designated employees should plan to complete the required online T&E Card training in UC Learning (available in May 2022)<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Designated employees should plan to initiate the new online application in Concur and<o:p></o:p></li></ol>
</ol>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;line-height:106%;mso-list:l1 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Attach Training certification<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;line-height:106%;mso-list:l1 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Complete card agreement certification acknowledging the T&E Card will be used exclusively for university travel and entertainment expenses only (i.e. no personal expenditures
allowed)<o:p></o:p></p>
<ol style="margin-top:0in" start="3" type="1">
<ol style="margin-top:0in" start="3" type="a">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
The new card application will automatically route to employee’s Supervisor <o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Next, the application will route to the Department Head/Card Approver (new EACS role to be deployed in June 2022) to:<o:p></o:p></li></ol>
</ol>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;line-height:106%;mso-list:l1 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Identify default Full Accounting Unit chartstring (FAU) for unreconciled expenses<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;line-height:106%;mso-list:l1 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Endorse application and confirm card request is appropriate based on the employee’s business travel and other university business needs
<o:p></o:p></p>
<ol style="margin-top:0in" start="3" type="1">
<ol style="margin-top:0in" start="5" type="a">
<li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
Card issuance will take approximately two weeks after approved application is received.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:8.0pt;line-height:106%;mso-list:l1 level2 lfo2">
The new application process will begin with the launch of Concur Travel and Expense in June 2022.
<o:p></o:p></li></ol>
</ol>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;line-height:106%;mso-list:l1 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Note: Although this change does not directly impact Procurement Cardholders, all subsequent requests related to Procurement Cards will be processed via Concur beginning in June
2022.<o:p></o:p></p>
<p class="MsoNormal">Please direct questions about the transition to the new Travel & Entertainment Card Program to
<a href="mailto:travelfeedback@ucr.edu" target="_blank">travelfeedback@ucr.edu</a>.
<o:p></o:p></p>
<p class="MsoNormal"> <br>
Sincerely, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bobbi McCracken<o:p></o:p></p>
<p class="MsoNormal">Associate Vice Chancellor and Controller<o:p></o:p></p>
<p class="MsoNormal">Business & Financial Services<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://bfs.ucr.edu/"><b><span lang="EN" style="font-size:10.0pt;color:#0563C1">http://bfs.ucr.edu/</span></b></a></span><b><u><span lang="EN" style="font-size:10.0pt;color:#383838"><o:p></o:p></span></u></b></p>
<p class="MsoNormal"><img border="0" width="157" height="48" style="width:1.6333in;height:.5in" id="Picture_x0020_1" src="cid:image003.png@01D850F2.8A8ACE90" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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