UToledo’s Finance Department is implementing changes for employees who use a University Pcard or University-issued credit card.
A new vendor, Concur Travel and Expense, has been selected to unify and automate the travel and expense process across campuses. This new service has several advantages, including:
• Creating a better travel and expense process for affected faculty and staff;
• Increasing policy compliance;
• Providing better transparency of travel and expense spending for supervisors; and
• Eliminating the need for the University to collect, manage and store paper receipts.
“This change enables us to leverage the University’s buying power with vendors, providing cost savings and a better user experience,” said Michael Dennis, associate vice president for finance and treasurer. “It will replace our current Banner Travel and Reimbursement Module, plus the PaymentNet Pcard reporting system.”
Users will find that Concur’s process is seamless and has an intuitive design for ease of use because it automatically populates expense reports with the Concur Smart Expense application, plus it reduces the need for paper, receipts, imaging and faxing, Dennis explained.
Additionally, the University is replacing the JP Morgan Chase Mastercard Pcard program with a Bank of America Merrill Lynch Visa-branded card program. The new corporate card also will make travel and purchasing expense reporting simpler for employees, while also maximizing purchasing and accounting efficiencies for UToledo. The new card program will be available beginning Monday, July 1, with all users converted by Friday, Aug. 30.
Users will receive an email invitation to sign up for in-person training on these new tools, which will be required for travel requests, travel reimbursement, and reconciling Pcard activity.
Updated policies, training materials, Pcard application materials and FAQs also will be available on Accounts Payable’s website.
If you have questions, contact:
• Jason.Hanely@utoledo.edu for Concur functionality and training opportunities;
• Alyssa.High@utoledo.edu for Pcard use, limits and reconciliation; and
• Dorene.Spotts@utoledo.edu or Patricia.Peterson@utoledo.edu for general accounts payable assistance.
“We look forward to implementing these new tools and appreciate all users participating in the training to help ensure a smooth transition,” Dennis said.
