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<div class="WordSection1">
<p>Dear Colleagues,<o:p></o:p></p>
<p>This is a reminder that<b> </b><strong><span style="font-family:"Calibri",sans-serif;font-weight:normal">all
</span></strong><strong><u><span style="font-family:"Calibri",sans-serif">PAST DUE</span></u></strong><strong><span style="font-family:"Calibri",sans-serif;font-weight:normal"> monthly PCard reports MUST be approved by</span></strong><strong><span style="font-family:"Calibri",sans-serif">
Friday, November 15</span></strong>, ahead of the transition to weekly statements.<o:p></o:p></p>
<p><strong><span style="font-family:"Calibri",sans-serif">Approval Deadline</span></strong><br>
Financial Approvers must approve the 9/26-10/25 monthly PCard statement and all <b>
<u>PAST DUE</u></b> 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.<o:p></o:p></p>
<p>Thank you for your attention to this critical deadline.<o:p></o:p></p>
<p>Sincerely,<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:3.0pt"><b>Asirra Suguitan<o:p></o:p></b></p>
<p class="MsoNormal" style="margin-bottom:3.0pt">Associate Vice Chancellor and Campus Controller<br>
Business and Financial Services (BFS)<span style="color:#1F497D"> </span><br>
<span lang="EN"><a href="http://bfs.ucr.edu/">http://bfs.ucr.edu/</a></span><o:p></o:p></p>
<p class="MsoNormal"><img border="0" width="155" height="48" style="width:1.6145in;height:.5in" id="_x0000_i1025" src="cid:image001.png@01DB3523.B56BCCF0" alt="ucr-logo-email"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Concurapprovers <<a href="mailto:concurapprovers-bounces@lists.ucr.edu">concurapprovers-bounces@lists.ucr.edu</a>>
<b>On Behalf Of </b>Asirra Suguitan via Concurapprovers<br>
<b>Sent:</b> Tuesday, October 29, 2024 1:48 PM<br>
<b>To:</b> <a href="mailto:concurdelegates@lists.ucr.edu">concurdelegates@lists.ucr.edu</a>;
<a href="mailto:concurapprovers@lists.ucr.edu">concurapprovers@lists.ucr.edu</a>;
<a href="mailto:concurprocard@lists.ucr.edu">concurprocard@lists.ucr.edu</a><br>
<b>Cc:</b> <a href="mailto:msoadm@scotmail.ucr.edu">msoadm@scotmail.ucr.edu</a><br>
<b>Subject:</b> [Concurapprovers] Important Update: Temporary Reversion to Monthly PCard Statements<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We apologize for any disruption caused by the <a href="https://bfs.ucr.edu/news/2024/10/28/transition-weekly-pcard-expense-reports">
transition to weekly PCard statements</a>. Despite testing, some unforeseen issues have arisen. To address these challenges and ensure a smoother process, we have temporarily reverted users back to
<b>monthly statements</b> and paused the automated posting of new PCard transactions into Concur. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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).<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please note that all tickets related to the current error will be closed, as the issue will be resolved through this adjustment.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Transition Window for Weekly PCard Statements<o:p></o:p></b></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b>Important Dates:<o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo3">
<b>Submission and Approval Deadline:</b> PCard Holders or DCAs must submit the 9/26-10/25 monthly PCard statement by
<b>11/8</b>. It is essential that <u>all previous outstanding monthly statements</u> are also submitted and, if possible, approved by this deadline.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo3">
<b>Administrative Processing Window:</b> 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.<o:p></o:p></li></ul>
<p class="MsoNormal"><b>Missing the 11/8 Deadline</b><br>
If PCard Holders or DCAs fail to submit current and previous monthly PCard statements by
<b>11/8</b>, 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.<o:p></o:p></p>
<p class="MsoNormal"><br>
We appreciate your patience and understanding as we work through this implementation. <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" style="margin-bottom:3.0pt"><b>Asirra Suguitan<o:p></o:p></b></p>
<p class="MsoNormal" style="margin-bottom:3.0pt">Associate Vice Chancellor and Campus Controller<br>
Business and Financial Services (BFS)<span style="color:#1F497D"> </span><br>
<b><span lang="EN"><a href="http://bfs.ucr.edu/">http://bfs.ucr.edu/</a></span></b><o:p></o:p></p>
<p class="MsoNormal"><img border="0" width="155" height="48" style="width:1.6145in;height:.5in" id="_x0000_i1026" src="cid:image001.png@01DB3523.B56BCCF0" alt="ucr-logo-email"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Asirra Suguitan <br>
<b>Sent:</b> Monday, October 28, 2024 4:05 PM<br>
<b>To:</b> <a href="mailto:concurdelegates@lists.ucr.edu">concurdelegates@lists.ucr.edu</a>;
<a href="mailto:concurapprovers@lists.ucr.edu">concurapprovers@lists.ucr.edu</a>;
<a href="mailto:concurprocard@lists.ucr.edu">concurprocard@lists.ucr.edu</a><br>
<b>Cc:</b> <a href="mailto:msoadm@scotmail.ucr.edu">msoadm@scotmail.ucr.edu</a><br>
<b>Subject:</b> Known Issue - Transition to Weekly PCard Expense Reports Error Message<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:12.0pt">Dear Colleagues,<br>
<br>
<span class="ui-provider">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.</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Error Message</b><br>
<img border="0" width="1617" height="122" style="width:16.8437in;height:1.2708in" id="_x0000_i1027" src="cid:image002.jpg@01DB3523.B56BCCF0"><o:p></o:p></p>
<p class="MsoNormal"><b><i>Please</i></b> <b><i>ignore this error</i></b> <b><i>for now</i></b> 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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If you are ready to submit a fully reconciled report now, please
<a href="https://ucrsupport.service-now.com/finadmin_portal">submit a ticket</a>, and we will assist with the next steps.<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" style="margin-bottom:3.0pt"><b>Asirra Suguitan<o:p></o:p></b></p>
<p class="MsoNormal" style="margin-bottom:3.0pt">Associate Vice Chancellor and Campus Controller<br>
Business and Financial Services (BFS)<span style="color:#1F497D"> </span><br>
<b><span lang="EN"><a href="http://bfs.ucr.edu/">http://bfs.ucr.edu/</a></span></b><o:p></o:p></p>
<p class="MsoNormal"><img border="0" width="155" height="48" style="width:1.6145in;height:.5in" id="_x0000_i1028" src="cid:image001.png@01DB3523.B56BCCF0" alt="ucr-logo-email"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Concurapprovers <<a href="mailto:concurapprovers-bounces@lists.ucr.edu">concurapprovers-bounces@lists.ucr.edu</a>>
<b>On Behalf Of </b>Asirra Suguitan via Concurapprovers<br>
<b>Sent:</b> Monday, October 28, 2024 12:45 PM<br>
<b>To:</b> <a href="mailto:concurapprovers@lists.ucr.edu">concurapprovers@lists.ucr.edu</a><br>
<b>Subject:</b> [Concurapprovers] Upcoming Improvement: Transition to Weekly PCard Expense Reports<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:12.0pt">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal">As part of <a href="https://bfs.ucr.edu/enhancements">Phase 1</a> 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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Transition to Weekly PCard Expense Reports</b><br>
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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img border="0" width="1446" height="371" style="width:15.0625in;height:3.8645in" id="_x0000_i1029" src="cid:image003.jpg@01DB3523.B56BCCF0"><o:p></o:p></p>
<p class="MsoNormal"><br>
<i>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.<o:p></o:p></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>PCard Expense Report Processing</b><br>
The <a href="https://procurement.ucr.edu/pcard#pcard-expense-reporting">PCard Expense Reporting</a> 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
<a href="https://drive.google.com/file/d/1fQMFKM6XpFEevXAQ8u9I2iEEeSxYATN8/view">
here</a>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for your continued support as these improvements are implemented.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:3.0pt"><b>Asirra Suguitan<o:p></o:p></b></p>
<p class="MsoNormal" style="margin-bottom:3.0pt">Associate Vice Chancellor and Campus Controller<br>
Business and Financial Services (BFS)<span style="color:#1F497D"> </span><br>
<b><span lang="EN"><a href="http://bfs.ucr.edu/">http://bfs.ucr.edu/</a></span></b><o:p></o:p></p>
<p class="MsoNormal"><img border="0" width="155" height="48" style="width:1.6145in;height:.5in" id="Picture_x0020_1" src="cid:image001.png@01DB3523.B56BCCF0" alt="ucr-logo-email"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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