FYE - Concur Travel and Expense

FYE - Concur Travel and Expense

Fiscal Year End-Concur/Paper Travel and Expense

 Employee Travel

  • Friday, July 7th— last day to submit any Concur expense reports to be processed for FY 23
    • 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 23 encumbrances do not roll over into FY 24 — 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 24 Travel Request in FY 23:
    • Before June 30th - include all predicted travel expenses on the request, but only include amounts for the expenses that will be charged in FY 23 and will be included in the encumbrance
    • 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 24 and will be included in the encumbrance

 

Student Travel

  • Friday, July 7th— last day to submit any paper expense reports to be processed for FY 23
    • 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

 

Miranda Salvatore
Accounts Payable
asktravel@rowan.edu