Body
Title
University of North Carolina at Chapel Hill Finance Procedure 1505.3 - Procedure for Reconciling a Travel & Expense Card
Introduction
Purpose
This procedure explains the process of Travel & Expense Card (T&E Card) reconciliation at the University of North Carolina at Chapel Hill (University). It details the process for online charges and the duties of the Accountholder. This procedure is in place to ensure compliance with State and University travel policies and regulations. The University Travel Department pays the monthly Bank of America statement on behalf of all University Travel and Entertainment (T&E) accountholders. This payment includes all transactions charged to University T&E cards. This procedure ensures that each transaction is properly reviewed and allocated to the appropriate departmental funding source.
Scope
This procedure applies to all employees (faculty, staff, and Senior University Administrators).
Procedure
Reconciling/Reallocating Charges via Concur Expense - Overview
The University has developed a process that allows T&E Card charges to be reconciled and/or reallocated to other accounts in Concur Expense.
Charges are available to reconcile after the merchant submits the charge, the bank receives and processes the data and then feeds the transaction data to Concur Expense. This process typically takes three to five business days. Concur Expense will automatically send email notifications to the accountholder when a "new company card transactions arrives." Emails will be sent from autonotification@concursolutions.com. Please note, it is against T&E Card Policy to disable this notification in your Concur Profile.
T&E card accountholders are required to submit expenses for approval in Concur within 30 days of the transaction date for non-travel expenses and pre-trip expenses (i.e. airfare, conference registration, hotel deposit), or within 30 days from the last day of travel for expenses incurred during overnight travel. Expense Reports for overnight travel must be created from an approved Travel Request in Concur. To ensure expenses can be approved and processed, all expenses must be properly substantiated: all itemized receipts and any supporting documentation must be attached to the Expense Report in Concur. If assistance is needed with an expense report please submit a help ticket to the Concur Support Desk
Email Notification Schedule for Outstanding Transactions:
Email reminders will continue to be sent until the transaction(s) have been assigned to an expense report and the expense report has been submitted for approval.
The notification schedule is as follows:
Concur Automated Notifications
- Emails are sent from autonotification@concursolutions.com.
- A notification is sent when the credit card transaction imports into Concur.
- A reminder is sent every 10 days once the post date of the transaction is between 7 and 30 days old.
- An overdue reminder is sent every 5 days once the post date of the transaction is more than 30 days old.
Card Integrity Automated Notifications
- Emails are sent from UNCCH_Travel_Review@mail.cardintegrityaudit.com.
- The notification includes:
- Unassigned transactions: transactions which are more than 30 days old and have not been assigned to an expense report.
- Unapproved transactions: transactions which are more than 30 days old, have been assigned to an expense report but the report status is either Not Submitted or Sent Back to User.
- The notification requires that action be taken to reconcile these transactions with 15 days of the email.
Travel Card Office Notifications
For additional information on the reconciliation/reallocation process, please refer to 1501.7 - Procedure on Travel Advances and Reimbursements.
Specific Duties of Expense Report Approvers:
When approving T&E card charges, the Expense Report approver must review the transaction(s) to ensure compliance with T&E Card policy as well as all applicable University, System Office, State and Federal Policies.
The approver challenges or approves each transaction/expense report and confirms allocation is accurate and complete. The approver acts as the approval authority for each transaction/expense report. If, as the approver, you do not understand the charge or have reason to believe that the charge is not proper:
- Go to the Accountholder for an explanation.
- Go to the Department Head or Business Manager to verify that the charge was appropriate.
- Go to Travel Card Office to verify that the charge is within applicable laws and University policies.
- Go to Internal Audit if fraud or abuse is suspected.
The final step of the reconciliation process is approval. Once a transaction is fully approved no further changes can be made to the expense report.
When original receipts have been lost or are otherwise unavailable, travelers must submit a Missing Receipt Declaration in Concur Expense for all expenses exceeding $20. Please refer to 1501.7 - Procedure on Travel Advances and Reimbursements for additional information.
Fraud/Dispute:
To report a fraudulent charge, the accountholder needs to immediately call the Bank of America Fraud department at 866-500-8262 and report the transaction as fraudulent. Please note that the transaction along with the credit will need to be assigned to an expense report and submitted for approval. In lieu of a receipt please upload a memo stating the transaction was fraudulent, the bank was contacted, and a credit was issued. If assistance is needed with the expense report, please submit a help ticket to the Concur Support Desk. The Fraud department will close your current card and issue you a new card. The Travel Card office will notify you when it arrives for pick up within five business days.
If an accountholder needs to dispute a charge within 60 days of the statement date, please contact the Bank of America Claims department at 888-449-2273 X4,X2,X1. The debit and credit will need to be assigned to an expense report and submitted for approval. In lieu of a receipt please upload a memo stating the transaction was disputed, the bank was contacted, and a credit was issued. If assistance is needed with the expense report, please submit a help ticket to the Concur Support Desk. A new card will not be issued for a dispute.
If you suspect T&E Card fraud or abuse, use the Anonymous Report of T&E Card Fraud or Abuse Web Form.
Frequently Asked Questions
Q: What can I do if my T&E Card is lost or stolen?
A: Call Bank of America at 1-888-449-2273 immediately, and then notify the Travel Card Office.
Q: What should I do if I switch departments and need a T&E Card for my new department? Should I keep the T&E Card from my old department?
A: A new card should not be required, but you will need approval from your new Business Manager and/or Department Head to maintain your existing card. To obtain approval, please submit Form 1505.1.2f - Travel & Expense Card Accountholder Account Maintenance Form to the Travel Card Office.
Q: How long do I have to dispute a charge (from the date of the transaction posting)?
A: You have 60 days from the statement date to dispute a charge.
Definitions
Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.
Related Requirements
University Policies, Standards, Procedures, and Forms
Contact Information
Primary Contacts
| Subject |
Contact |
Telephone |
Email |
| T&E Card Transactions |
Travel Card Office |
|
TravelCard@unc.edu |
| Suspicious Transactions |
Bank of America Fraud Department |
1-866-500-8262 |
|