Fiscal Year End-Concur/Paper Travel and Expense

Employee Travel

• Friday, June 28th— last day to submit any Concur expense reports to be processed for FY 24
  • NOTE: Keep in mind that you need to allow sufficient processing time for travel requests to be fully approved with encumbrance #s.
• Review any open encumbrances — confirm expense reports have been submitted & fully approved
  • Once the report has been fully approved in Concur (sent for payment status), Close Out Your Request
  • If you closed out your request and notice the budget is still held up, there may be an error — email asktravel@rowan.edu 
• To avoid processing delays:
  • Cost Object Approvers (COA) in Concur — verify there is sufficient budget in the foapal lines before approving reports to avoid Non-Sufficient Fund (NSF) issues. If you need to move budget, have it moved prior to submitting the report.
  • Ensure all required documentation is attached – utilize Expense Report Tip Sheet and visit Employee Travel for more resources

Concur Travel Encumbrances - For Employees

• FY 24 encumbrances do not roll over into FY 25 — this cannot be changed due to Banner systematically closing out the encumbrances for the fiscal year-end roll
  • Due to this, if your trip is still multiple months away & you will not be charging any of the expenses before June 30th, we recommend not submitting your Travel Request until after June 30th.
• If submitting an FY 25 Travel Request in FY 24:
  • Before June 30th - include all predicted travel expenses on the request, but only include amounts for the expenses that will be charged in FY 24 and will be included in the encumbrance (registration and airfare ONLY)
  • After July 1st – submit another Travel Request as “extension of prior trip”
    • Include all travel expenses, but only include amounts for the expenses that will be charged in FY 25 and will be included in the encumbrance

 Student Travel

• Friday, July 5th— last day to submit any paper expense reports to be processed for FY 24
  • NOTE: Keep in mind that you need to allow sufficient processing time for travel requests to be fully approved with encumbrance #s.
• Review any open encumbrances
  • Confirm expense reports have been submitted & fully approved – can verify payment status to the student via Banner screen FAIVNDH
  • Email asktravel@rowan.edu with the following info to close-out existing encumbrances:
    • Traveler Name
    • Encumbrance #
    • Destination
    • Reason for closing

• To avoid processing delays:
  • Verify there is sufficient budget in the FOAPAL lines before approving reports to avoid Non-Sufficient Fund (NSF) issues. If you need to move budget, have it moved prior to submitting the report.
  • Ensure all required documentation is attached to the travel form – utilize Expense Report Tip Sheet and visit Student Travel Webpage for more resources

We encourage you to visit our Fiscal Year-End Webpage to find many valuable resources, including a copy of the PowerPoint presentation the Division of Finance hosted on April 23, 2024.