MATC Matters

MATC is improving its expense reporting and travel booking process.

We are very pleased to announce the completion of one of our major initiatives in Financial Resources. The reimbursement of travel expenses-a major component of our financial system-is now automated and we now have access to an excellent travel booking tool and full service travel agency.

Concur offers two services for MATC:

1. Expense Management Service: The Concur expense management service automates every aspect of the travel expense management process-from expense report preparation and approval to policy compliance, processing and reimbursement. The expense management service gives employees and approving managers worldwide remote access to expense reporting. Expense data is delivered to employees via a web browser over a secure internet connection with around the clock reliability.
2. Travel Booking Tools: There is an online booking program called Concur Cliqbook and a full service travel agency called Concur Reservations. Employees are encouraged to book all travel arrangements using the Concur Travel Center.

A. Concur Cliqbook Travel is the world’s premier global travel booking tool that delivers the broadest travel content through an intuitive and easy-to-use Web-based interface. Concur Cliqbook Travel’s online booking, reporting, and agency support functions make the travel procurement process quick, easy, and affordable for everyone involved in corporate travel. Cliqbook can be accessed by clicking on “Book a Trip” when you are in the Concur Expense System.

B. Concur Reservations (US) is a world class full service agency with market leading technology.
8 a.m. - 10 p.m. (866) 712-2801
Your calls will be answered between 8 a.m. and 10 p.m. Eastern Daylight Time. For online booking technical questions, please email travelsupport@concur.com
10 p.m. - 8 a.m. (866) 712-2801
For online booking technical questions, please email travelsupport@concur.com We have implemented the expense management service, which will help you easily and quickly enter and submit your expense reports online. It will also help us reduce paper work and reimburse you faster!

Here are just a few of the benefits:

• Easy to use, Internet-based interface
• Easily attach your District Credit Card charges to your expense reports
• Reimbursement of expenses directly to your bank account
• Email notifications that keep you informed about the status of your expense report
• Access from any computer with a supported Web browser and Internet access
• No more mailing of receipts-Submit your required receipts either by faxing them or scanning them and then attaching the scanned images to your expense report

You can start using the Expense Management Service and Concur Travel Center immediately to create your expense reports and book your travel online. However, after February 1, 2008, we will no longer process paper-based reports!

The New Process
Light yellow represents your actions in the T&E reimbursement cycle.

Brief Process Overview:

1. Expense reports should be submitted online within 60 days after the expense is incurred. To submit your receipts, you can either fax them (to the number on the Fax Cover Sheet) or you can attach scanned images of your receipts to your expense report.
2. Upon submitting your expense report, your approving manager will be notified that your expense report is awaiting approval. Once your approving manager approves your expense report, the expense report will be sent to Accounting for auditing and payment authorization and you will be set an informational email.
3. Payment will occur in the bi-weekly payroll cycle. Be aware that expense reports must be submitted and approved by budget manager 10 days prior to the Payment Date to be included in that reimbursement cycle. Bi-weekly payroll schedule is available on the Department of Financial Resources website.

Training Options
Several training tools are available on the Expense homepage. In the Expense section of the homepage, you can access the following:

• QuickStart Guide (Getting Started)-Printable instructions to get you started with Expense
• Web-based training-Comprehensive, step-by-step, walk-through, web-based training
• Online HELP-Process-specific instructions-simply click Help on the top right corner of any Expense page
• Drop-In Training Sessions are scheduled for:

1/4/08 - 11:30 - 3:30 p.m.
1/8/08 - 10:15 - 3:00 p.m.
1/9/08 - 9:15 - 3:00 p.m.
1/15/08 - 7:00 - 11:00 a.m.
1/24/08 - 11:30 - 3:30 p.m.
1/30/08 - 7:00 - 11:00 a.m.
2/4/08 - 11:30 - 3:30 p.m.
2/12/08 - 7:00 - 11:00 a.m.
2/21/08 - 11:30 - 3:30 p.m.
2/29/08 - 7:00 - 11:00 a.m.

End-User Support and Assistance
If you have any additional questions about how to access or use Concur, please contact Linda Geier at 258-2328 or refer to Online HELP, the QuickStart Guide, or the web-based training.
Attachments:

• MATC Travel Changes (WORD: 64KB)-this is a brief summary of the travel changes
• 2008 Travel Guidelines (WORD: 188KB)-this is the full detailed travel guidelines
• Travel Approval Request Form (WORD: 48KB)-this is the new travel approval form that is required
• Travel Process Flow Chart (EXCEL: 548KB)-this is a flow chart of the travel process based on the type of travel (in-district without overnight, in-district with overnight and out of district-in-state, out of state, and international)
• Accessing Concur (WORD: 44KB)-this is basic information for accessing the Concur system
• Expense Types Quick Reference (PDF: 28KB)-this is a quick reference spreadsheet that tells you the Expense type definition/limits/other info, the required information for concur when using that expense type and the required documentation that needs to be submitted with your claim.
• TS QuickStart (PDF: 772KB)-this is the Travel services quick start manual
• Expense Quickstart Guides (PDF: 1.7MB)-this is the expense management service quick start manuals for the expense users, expense approvers and expense administrative assistants.

All information is also available on the Financial Resources website.