How to Find What You Need
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| Term | Definition |
|---|---|
| Alerts/Exception Flag |
A notice that appears within a Concur report/request informing the user that 1) a transaction is not within policy and/or 2) a change needs to be made to the report/request.
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| Airfare-In Country | Air travel between two foreign destinations. |
| Allocation |
The Allocate function allows users to designate the funding source to which an expense will be charged. The user is able to:
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| Approval Workflow | The approval workflow within Concur is the record of all approval steps for a report/request. See “Report Timeline” for more details. |
| Attendee | For some travel and entertainment expenses (e.g., business meals), users may be required to identify all attendees of the event/expense. |
| Audit Trail | A record of all changes made to an expense report/request. Two types of items appear in the audit trail: actions at the report/request level and actions at the entry level. |
| Available Expenses | Open University credit card transactions and available travel booking itineraries, including e-receipts. |
| Business Justification | A brief description (64-character limit) of how the university benefitted from the expense. If additional space is needed, use the comment field (500-character limit). |
| Business Meals and Events | Refers to hosted, social business events. Also known as Business Meetings & Entertainment. |
| Business Purpose | Explains what the expense is for; used in University-wide reporting. |
| Cash Advance |
In limited, exceptional circumstances where traditional payment methods (e.g., a T&E Card) cannot be used, an employee traveler may be authorized to receive payment before a trip. Refer to the Cash Advance hub for additional information. |
| Cash/Personal Card | A payment type that refers to an out-of-pocket expense paid personally by the employee and that is being requested for reimbursement. |
| City of Delivery | If a purchased item was shipped directly to the recipient, specify where the recipient was located. |
| City of Purchase | If the item was purchased from the vendor’s physical establishment, indicate where the store was located. |
| Cognos | Reporting tool used to access the Campus Data Warehouse and run reports. |
| Comment | A Concur text field that allows users/approvers to provide additional information—the comment details will be documented on the request/report and added to the audit trail. |
| Company Billing Statement (CBS) |
Frequently referred to as Concur Statement Report. The PCard purchasing process is integrated with Company Billing Statements (CBS), which are processed similarly to a regular expense report. Concur statement reports are automatically created each billing cycle and can be accessed via Open Reports. Refer to the PCard Reconciliation Calendar for additional information. |
| Compliance Review | An approval workflow step for expense reports that ensures an expense complies with UCLA- and University-wide policies. |
| Concur Policy | The type of request or report that is being created in Concur; should not be confused with the UC policies that guide and dictate University business. |
| Concur Statement Report | See “Company Billing Statement”. |
| Contingent Worker (CWR) | A Contingent Worker (CWR) is an individual engaged by the University on a non-permanent basis to complete a specific function or task. A CWR does not have an employee relationship with UCLA, so they do not have access to Concur. |
| Cost Object Approval | A step in the approval workflow. Cost object approval will route the expense report or request to the appropriate department approver(s). |
| Delegate | Someone who can create expense reports and requests on behalf of another user. Delegates can submit requests but not reports. |
| Department Approver | Includes fund managers, PCard supervisors, etc. Responsibilities involve:
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| Departure/Arrival Locations |
Departure location is the city of the home, campus, or office from which the traveler leaves. Arrival location is the location where the traveler lodges. |
| Departure/Arrival Times |
The time from which the traveler leaves the city of home, campus, or office to the time in which the traveler arrives at the lodging location. This refers to door-to-door times, not flight times. For arrival time, use the time the traveler arrives at the lodging location. EXAMPLE: If the traveler is leaving from home, use the time they left home as the departure time. |
| E-Receipts | E-receipts will auto-populate data provided by airlines, hotels, and rental car vendors. Concur automatically attaches this electronic receipt to the associated transaction. |
| Email Address (for employees) | An employee’s Concur email address is pulled from UCPath. If there is a business email error, employees should coordinate with their HR team to update the work email within the UCLA directory. This will then flow into UCPath and Concur. |
| Employee |
An individual who is employed by UCLA and receives wages or salary through UCPath. Student employees who are under Employee Classifications 5 (Student: Casual/Restricted) and 11 (Academic Student) have access to the Expense and Request modules but do not have access to book travel in Concur. Students who do not have active employment at UCLA are treated as guests (i.e., non-employees) in Concur. See “Guest” for additional information. |
| Expense (Module) | The Concur Expense module includes the following functions:
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| Expense Report | A report created in the Expense module that is used to reimburse expenses to an individual and/or reconcile company card transactions (e.g., PCard, T&E Card, Direct Billed Airfare). |
| Expense Type |
Used to indicate the nature of the expense. The expense type will prompt fields for the user to input required expense information as it pertains to the respective policy. Refer to the Expense Type Matrix for examples and related policies. |
| Expense Type - Child | Specific expense types underneath the parent type. |
| Expense Type - Parent | Broad category used to organize expense types. |
| Family Member | Includes spouse, domestic partner, or family. |
| Foreign Per Diem | The daily subsistence allowance authorized under the federal per diem rates for a location of travel. |
| Full Accounting Unit (FAU) |
Full Accounting Unit (FAU) refers to the combination of fields that specifies a unique funding source. In Concur, the FAU is displayed as Location – Account – Cost Center – Fund. |
| Government Services Administration (GSA) | The government agency which sets the per diem rates. |
| Guest |
Any individual who does not receive wages or salary from UCLA via UCPath. Examples of guests include: Contingent Workers, visiting scholars, individuals from other UC locations, prospective employees, independent contractors, and students (non-employees). Students who do not have active employment at UCLA in either a Staff (Empl Class 5) or Academic (Empl Class 11) position do not have access to Concur and must be added as Guests. |
| International Services Transaction Review | An approval workflow step for reports that require tax and/or compliance review. |
| Itemization |
Use the itemization feature to break down larger expenses into smaller sub-expenses. For PCard, this feature allows the user to break out a single PCard transaction (e.g., shipping, handling, sales tax charges). For Travel, this feature allows the user to break out the expenses on a hotel folio (e.g., room rate, taxes, non-lodging expenses such as parking). |
| Itinerary | Users can enter the trip departure and arrival information (destination, date, time). |
| Low-Value Purchase | In Concur, departments are authorized to place low-value, non-inventorial purchases up to $5,000 per vendor per account per day. Additional information can be on the Low-Value Orders web page. |
| Merchant Category Code (MCC) | For University credit card transactions: the four-digit number that is assigned to a merchant (usually by the bank) based on the type of good or service they provide. |
| Missing Receipt Declaration |
Used only when a merchant receipt is lost and a duplicate cannot be obtained or the receipt is missing sufficient itemization/details. The missing receipt declaration must be completed by the report owner and cannot be completed by a delegate. This declaration can be found by selecting Missing Receipt Declaration from the Manage Receipts dropdown menu. |
| Non-Employee | Often used interchangeably with Guest. See “Guest” for examples. |
| Pending Card Transaction |
A payment type that refers to either a reservation that was pulled in from the Concur Travel module or an e-receipt. It is documentation (itinerary or receipt) that is waiting for a matching card transaction to populate—it is not the actual card transaction itself. If there is no matching card transaction, a user can delete the receipt/itinerary. This is not related to PCard transactions. |
| Procurement Card (PCard) | UCLA's Procurement Card (PCard) is a Visa®️ card for staff and faculty members who have buying responsibilities. The card simplifies purchasing of most routine, low-cost goods and services. Learn more on the PCard hub. |
| PCardholder | The individual whose name is on the PCard. The PCardholder is responsible for overseeing the reconciliation and submission of Concur PCard statement reports. A PCardholder can elect a delegate to reconcile Concur PCard transactions on their behalf; however, only the PCardholder can submit the statement report for approval. |
| PCard Expenses | The transactions on a Concur PCard statement report. |
| PCard Monthly Statement | The U.S. Bank statement that is associated with the monthly statement cycle. See "Statement Report” for additional information. |
| PCard Approver |
The individual who reviews and approves PCard statement reports. Derived from the supervisor listed on the PCard application. If a PCard approver needs to be updated, contact pcard@finance.ucla.edu pcard@finance.ucla.edu. |
| Personal Expense |
Personal expenses that are 1) erroneously charged to a University card (e.g., PCard, T&E Card) and/or 2) outside policy. Review the How to Assign a Personal Expense training guide for additional information. |
| Policy Review | An additional workflow step when a higher level of review or approval is required. See “Concur Policy” for additional information. |
| Profile | Electronic record of the user’s personal information, preferences, and delegates. Users can use their profile to customize certain Concur settings. |
| Provided Meal | Used when generating foreign per diem (i.e., a meal that you participated in but did not have to pay for). |
| Recipient |
For some non-travel, non-entertainment, and PCard expenses (e.g., non-cash awards), users may be required to identify the recipients of the expense. Review Policy G-41: Employee Non-Cash Awards & Other Gifts and Policy G-42: Gifts Presented to Non-Employees on Behalf of the University for additional information. |
| Refund |
The return of a payment (either partial or full) to an individual who purchased a University product or service. Some of the reasons a refund may be needed include:
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| Reimbursement | The repayment to an individual who has incurred an out-of-pocket expense in connection with University business (i.e., a business expense). |
| Report/Request Header | The initial Concur screen where a report/request’s general attributes are entered (e.g., report/request name, report/request type). |
| Report Key | An expense report’s unique, numerical identifier that is auto-generated and appears on the print summary once the report is created. The report key is used to generate the invoice number in the payment system. |
| Report Number | The unique, alphanumeric (mix of letters and numbers) identifier that appears underneath the report title. |
| Report Owner |
The user account the report is created in. For guests, it is the employee who created the report on the guest’s behalf. EXAMPLES:
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| Report Timeline |
Shows the approval workflow and actions that have been triggered in the approval process. Additional steps may be added based on new triggers and/or ad hoc reviews. Can be found by selecting Report Timeline from the Reports Detail dropdown menu on the Manage Expenses display. There is a similar timeline for requests, which can be accessed by selecting Request Timeline from the Request Detail dropdown menu on the Manage Requests display. |
| Report Totals | An overview of the expenses associated with an expense report. Can be found by selecting Report Totals from the Reports Details dropdown menu on the Manage Expenses display. |
| Request (Module) |
The Concur Request Module is used to obtain pre-authorization for direct-billed travel, cash advances*, and Accounts Payable (AP) exceptions. It is also used for U.S. Bank T&E card-related activities (e.g., new card requests, changing a credit limit). *Cash advances are only allowed in very limited circumstances. |
| Request ID | A request’s unique identifier that is automatically generated by the system. The request ID is needed when booking travel through Concur Travel. |
| Request Library | A list of all requests in a user’s account. The default view when opening the Request Library is Active Requests. |
| Send Back to Employee | Selecting Send Back to Employee will route an expense report back to the employee who submitted it, allowing them to change or add comments to the submission. |
| Statement Report | U.S. Bank PCard statement cycles are split into two Concur reports—one report for the first half of the cycle and one report for the second half. A transaction’s posting date dictates which statement report it is assigned to. Review the Lifecycle of a PCard Transaction and PCard Reconciliation Calendar for additional information. |
| Travel (Module) |
The Concur Travel module is UCLA's self-service online booking tool where users can access UC-negotiated rates. Concur Travel features include:
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| Travel Allowance | Maximum per diem rates for meals and lodging incurred during foreign travel. The travel allowance is generated when an itinerary is added to an expense report. |
| Travel Destination | Field used in travel reports that indicates the final destination of the trip for the traveler (employee or guest). |
| Travel & Entertainment Expenses |
An expense report type used to reconcile costs after completion of a trip or event. The expense report may include:
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| Trip Name | For a trip’s name in Concur, it is recommended to enter information that will help identify the trip in the user’s Request Library. |
| UCPath |
UCPath is the University of California’s system-wide initiative to create a single platform for payroll, benefits, funding, and human resources (HR) information. Concur retrieves the following data from UCPath:
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| University Benefit | A brief description (64-character field) of how the university benefitted from this expense. If you need additional space, use the comment field which has a 500-character limit. |
| User Electronic Agreement | The employee’s certification of expenses; acts as an electronic signature. |
