P-Card and Expense Reporting Training

1. P-Card and Expense Reporting Training December 2013

2. P-Card and Expense Reporting Presentation Overview • P-Card Issuance and Responsibilities • When Submitting An Expense Report • Approving Expense Reports • Acknowledging Responsibility • Concur Report Header • Concur Report Detail • Expense Reporting Exceptions and Training Reminders • Questions and More Information

3. Cardholder Responsibilities – GW P-Cards

4. P-Card and Expense Reporting Cardholder Responsibilities • Program Eligibility – Individual vs. Departmental Cards • Delegation of authority / Signature Authority • Contracts vs. payment vehicles • Authorized and Prohibited PurchasesVS. • Unauthorized and Unwise Purchases - Test of Propriety • Grey areas…… flowers, gift cards and certificates, balloons etc. • Transfers and Terminations • Emergencies and after-hour issues – Last 4 of your GWID • Questions and More Information – • procurement.gwu.edu/cardholder-responsibilities

5. When Submitting An Expense Report

6. P-Card and Expense Reporting When Submitting An Expense Report • For the purpose of review, approval and processing, the report must be informative to the: • Report owner (user, delegate) • Approver/reviewer (in school, in OVPR) • AP audit team, if it is selected for audit • Periodic external auditors • Employees submitting an expense report must be knowledgeable of and comply with the policies and procedures set forth in the policy document. Employee responsibilities also include: • Using the University sponsored credit card appropriately. • Submitting expense reports no less frequently than on a monthly basis. • Safeguarding and retaining all receipts until final approval has been processed. • Attaching legible and readable itemized receipts that fully support expenses incurred to each submitted report. • Exercising economy when incurring business expenses on behalf of the University. • Ensuring that all expenses submitted for reimbursement are necessary and incurred in the course of doing business for the University.

7. Approving Expense Reports

8. P-Card and Expense Reporting Approver’s Responsibilities • Approvers are required to enforce and adhere to the policy and have the following responsibilities in connection with their approval of an expense reimbursement or PCard purchase: • Requiring employees who incur expenses on behalf of the University to follow the governing policy. • Verifying the purpose and the reasonableness of the expense(s). • Reviewing the receipts and ensuring expenses incurred are actual business expenses; not personal expenses that should be incurred by the employee. • Rejecting an expense that does not comply with the policy. • Approvers should review the: • Business purpose and comments for sufficient information to aid the downstream approvers/reviewers, including external auditors. • Coding to ensure it is accurate for the expense/purchase. • Receipts for legibility/readability and adequacy as support for the expense/purchase. • Reimbursement claim amount is equivalent or less than the related receipt. • Missing receipts are properly handled, as per policy.

9. Acknowledging Responsibility

10. P-Card and Expense Reporting Acknowledging Responsibility • The expense report preparer e-signs the expense report acknowledging responsibility: • “By signing I acknowledge I have read, understood, and complied with the current GW Travel, Entertainment and Business Expense Reimbursement Policy and the current Procurement Card (P-Card) policy.  The expenses included in this report are consistent with those policies.  If these expenses are being charged to a sponsored project, I certify the expenses are allowable under the sponsored project agreement". • The expense report approver e-signs the expense report acknowledging responsibility: • "By approving this expense report, I certify I am authorized to approve the expenses on this report, the expenses comply with current GW policies and the expense have been substantiated with adequate documentation.  If these expenses are being charged to a sponsored project, I certify the expenses are allowable under the sponsored project agreement".

11. Concur Report Header

12. P-Card and Expense Reporting Concur Report Header

13. Concur Report Detail

14. P-Card and Expense Reporting Concur Report Detail

15. Expense Reporting Exceptions and Training Reminders

16. P-Card and Expense Reporting Exceptions and Training Reminders • Submit expense reports no less frequently than on a monthly basis. If you use your PCard frequently throughout the month, submit your reports on a weekly basis. • Itemized, detailed receipts for single purchases/expenses in excess of $35 are required. Each receipt must show the date of purchase, vendor/supplier name, itemized list of purchases, and total amount. Individual schools or departments or projects may require receipts for all transactions, please check with your supervisor or OVPR for exceptions to the $35 rule. • A receipt must support the amount claimed for reimbursement. Reimbursement for an amount larger than the receipt will not be honored. • Business purposes should give sufficient information to clearly identify the reason for the purchase or business trip. • For example, “working lunch” is not informative. Provide additional information, such as, the topic being worked on or being discussed. • Repeating the same business purpose on every transaction included on the report is not useful. Identify the purpose of the transaction. • For example, local transportation while at a conference could be identified as taxis – instead use “conference name – taxi”. • The information should be sufficient to allow downstream approvers/reviewers, such as AP, to understand the necessity of the purpose and, more importantly, what was purchased.

17. P-Card and Expense Reporting Exceptions and Training Reminders (continued) • Legible and readable receipts are required. Each receipt must be displayed in its entirety. AP encourages a review of the receipt images prior to report submission. • Take reasonable care when using Smartphones, as AP has encountered the following issues: • Pictures taken at a distance from the receipt are too blurry or too small to be properly viewed.   • Some pictures crop from the bottom, right or left of the receipt. As a result, the receipt is not fully displayed. • Lost receipt memorandums should be infrequent and unusual, as receipts can be reprinted or easily requested (i.e., hotels, catering, restaurants if the date is provided) and should generally be for small dollar amounts. • When a receipt cannot be provided, a signed statement that includes an explanation of the omission, the date and time when the expenses were incurred, who was present, the business purpose of the expense, and confirmation that reimbursement of the expenses has not been nor will be paid by any other source. • No monetary reimbursement when points on an rewards program are redeemed will occur.

18. P-Card and Expense Reporting Exceptions and Training Reminders (continued) • When including a comment, ensure it gives meaningful information to substantiate the purchase or expense. • For example, use the Comment field to describe any difference between cost incurred and itinerary /reservation. • Provide a justification for charges resulting from travel itinerary changes. • Include tips related to meal charges on the receipts or provide an explanation in the Comments field. • Expenses should be recorded in the currency in which they were incurred. This will be equivalent to the currency of the receipt. • Concur‘s functionality handles foreign currencies and provides the exchange rate. Therefore, manual conversion of foreign currency to USD is not necessary. • Reimbursement amounts for cell phone service should be pre-approved by the Department Chair or Finance Director. • Invoices received after goods or services are provided should to billed to GWU and submitted with coding and approval to AP for payment. A PCard should not be used to pay such invoices, especially if a PO is involved. Service related invoices may require review by the Tax Department. • Individuals should not be paid by PCard.

19. P-Card and Expense Reporting Exceptions and Training Reminders (continued) • Lodging/hotel expenses must be itemized. • In-room dining or hotel dining should be expensed to meals; not lodging. • Taxes associated should be expensed to lodging. It is not necessary to record taxes on a separate line during itemization. • Use proper account coding. • Expense alcohol consumed with meals to Entertainment – 52611. • PCards should not be used for personal purchases. Should a personal purchase occur, reimburse GWU within ten business days, following the date of the purchase. Identify the report key or report name on the memorandum section of a check. Send the reimbursement to Rachel Waple, Senior Invoice Specialist. • Carefully review receipts for personal charges. Mark any such charges as personal within Concur. For example, if you purchase a movie during a hotel stay, ensure the movie purchase (and related fees, including taxes) is marked as personal. It should not be included with lodging expense. • List of attendees with each attendee’s title and name of company identified should be provided when meals are attended by two or more employees or business guests. • Utilizing the comment field is not appropriate. • Using the Attendee field is required.

20. P-Card and Expense Reporting Exceptions and Training Reminders (continued) • If you attend a group dinner but are seeking reimbursement for yourself only, obtain a separate receipt. • Expenses incurred for family members who accompany an employee on business travel are not reimbursable, except in unusual circumstances and, with advance, written approval from the employee’s Vice President. Evidence of the approval must be submitted with the expense report. • An employee’s expenses subject to reimbursement must be clear. The reimbursement claim should stand on its own and be supported by receipts. • It is recommended that reimbursable expenses for the employee be segregated via separate receipts, when/where reasonable. • An allocation should not be used to determine the portion that should be reimbursed. • For conferences and/or other related events in which a block of rooms are reserved at a negotiated rate, reimbursement of lodging/hotel expense cannot exceed this rate. Provide the document from the conference/event showing the negotiated rate and the receipt.

21. Questions and More Information

22. P-Card and Expense Reporting Questions? Questions?

23. P-Card and Expense Reporting For More Information Travel, Entertainment and Business Expense Reimbursement Policy - http://my.gwu.edu/files/policies/TravelEntertainmentFINAL.pdf Procurement Card (P-Card) Policy - http://my.gwu.edu/files/policies/ProcurementCardFINAL.pdf