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Updated Business Policies and Procedures

With the implementation of Concur, changes to the travel and procurement card business polices and procedures have been put into effect for the University.  The table below summarizes the main travel policy changes.  Click here for the table that summarizes the procurement card policy changes.

 

Travel Policy
Topic Policy with TRIP Policy with Concur
Per diem (meals vs. meals and incidentals) Breakfast, lunch, and dinner based on per diem and incidentals based on actual  Breakfast, lunch, dinner, and incidentals* based on per diem
Per diem amount on departure and return date of travel Time of day of departure and return determines amount reimbursed 75% of per diem
Per diem provided with no overnight stay Currently not allowed sdfasdfadsdfsdgagadfgdfgdfgg Allow 75% of per diem amount for travel destination provided it is 50 miles one way from the employee's workstation or traveler's residence, whichever is greater
International Lodging Limited to federal allowable per diem Traveler must use lodging accommodations that are necessary and reasonable**
Cost Comparisons

Required:

  1. Purchasing airline ticket through alternate vendor
  2. Combining business with personal travel
  3. Driving over 400 miles one-way to destination

Required:

  1. Combining business with personal travel
  2. Driving over 500 miles one-way to destination
Procurement Card Encourage use Procurement card must be used to pay for all University business travel expenses, when possible
Documentation required for travel related expenses paid with University procurement card Receipt required for all expenses

Receipts required when travel expense amount is over $75

Note: Business meals always require an itemized receipt regardless of dollar amount
Documentation required for travel related expenses paid for by the employee out-of-pocket Receipt required for expenses over $10.00 Receipts required for all travel expenses paid for by the employee out-of-pocket
Unallowable/personal charges placed on travel procurement card Required to be repaid by employee to UK via check or cash Any unallowable or personal charge placed on the procurement card will be withheld from the employee's paycheck

*Incidentals are defined as fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

**Some limitations may still apply if travel is on sponsored project.  Determination of necessary and reasonable expenses will reside with College/Unit.

 

For the full travel policy, E-5-1, click here.

For more information related to cost comparisons click here.

 

Procard Policy
Topic Policy with Enterprise Services Policy with Concur
Procurement Card types                                                                                                                Three types of procurement cards each with different purchasing authorities - Standard, Enhanced and Open                                            Only one type of procurement card that will have enhanced purchasing authority.  This change is being made to existing cards therefore current cardholders may continue to use their existing cards.                                                                   
Workflow process Editors review and edit procard transactions and submit to reconciler for approval. Cardholders review and submit expense reports for approval by their supervisor and business officer.  All steps occur with the electronic workflow process in Concur.
Workflow Timeline All procurement card charges must be edited and charged to the appropriate account within the 60 day deadline based on the procurement transaction edit/deletion schedule. Force postings do not occur in the Concur Expense Management System. However, timelines still exist in that all procurement card transactions should be reallocated and fully posted into SAP by the 15th day of the following month.
Default Cost Object/Originating Accounting Transactions import into SAP and immediately park against the default cost object assigned to the procard. A default cost object is no longer associated with each procard.  Instead, transactions import into Concur and are not charged to a cost object until Expense Reports are submitted.

For the full procurement card policy, E-7-16, click here.

For more information on what can be purchased using a procurement card, please see the AP Purchasing Quick Reference Guide.

Other polices that have been updated due to the Concur implementation include:

E-5-2 Travel Advances and Repayments

E-7-10 Discretionary Policy

E-7-11 Establishment of Student Recognition Awards and Prizes

For more information on the changes to these policies, click here.