Concur Reminder Notifications

On July 7th, Concur reminders were turned back on to remind cardholders of their outstanding transactions within Concur. During year end close for FY22 there was an intro paragraph added for transactions to be substantiated by the year end deadlines. This paragraph will be removed on Monday, July 25th, as all FY22 transactions should be submitted.

Starting with transactions dated July 1st or later, the PCard office will begin enforcing the updated PCard Policy which requires that all transactions be submitted within 28 days from the transaction post date in Concur and approved within 9 days of submission. Any transactions that are left unsubmitted, will result in card suspension and be noted as a policy violation. Any reports left unapproved after 9 days will result in a violation for the approver.

There are four categories of notifications that are sent out:

Unassigned Transactions

• Reminders will be sent at 7, 14, and 26 days and you’ll be encouraged to notify your CFAO if you are traveling and unable to meet the 28 day time limit.
• On day 29, you will be advised that your card will be suspended until the transactions are substantiated and report submitted. Additionally, this will count as a violation of policy

Unsubmitted Reports

• Reminders will be sent at 21 and 26 days and you’ll be encouraged to notify your CFAO if you are traveling and unable to meet the 28 day time limit.
• On day 29, you will be advised that your card will be suspended until the report is submitted. Additionally, this will count as a violation of policy.

Note: if you have reported to your CFAO prior to day 28 that you are travelling, the card will not be suspended, nor will it be a violation of policy. Please disregard notice.

Unapproved Reports

• A reminder will be sent to the approver on day 7 reminding them that policy requires that reports must be approved within 9 days. On day 10, the approver will be advised that it is a policy violation to not approve reports within 9 days.

Returned Reports

• Reminders will be sent to the cardholder reminding them that a report was rejected/returned from an approver and needs to be resubmitted. Reminders will be sent at 7 and 14 days.

If you would like additional information on Concur Notifications, please review the PCard Procedures Manual, section 8.6 Concur Email Reminders.