MGA Geo Unit Treasurer Workshop December 16, 2021

MGA Geo Unit Treasurer Workshop December 16, 2021

Table of Contents Logging into Concur ieee.org/expense (single sign on) My NextGen Experience Payment Processing (Concur & Western Union) Creating & Submitting Reports WalkMe Guided Learning Selecting Expense Report Purposes (ERP) End User/Approver Features & Responsibilities Tips, Tricks & Common Mistakes Additional Resources Questions Appendix

NextGen Expense Reimbursement (Concur) Introduction ieee.org/expense (Your primary source for log in instructions, training videos, FAQs, etc.) What is NextGen Expense Reimbursement? Concur NextGen Expense Cloud based expense management application, including electronic receipt integrations and secure mobile access Advantages of Using NextGen Expense Quicker (electronic) Reimbursement Access NextGen Expense on any platform as long as you log into IEEE’s network The Concur Mobile app expands accessibility to create & approve expense reports anytime/anywhere Fully integrated with NextGen Finance (Projects) and NextGen Banking When to Use NextGen Expense Reimbursement of out of pocket expenses for Volunteers & IEEE Professional Staff IEEE will reimburse for travel and non-travel related expenses such as office supplies, shipping, dues/membership, registration fees, etc. When Not to Use NextGen Expense CB Card transactions do not get processed/entered in Concur Local bank account activity

Logging into NextGen Expense Is as Easy as 1-2-3 Always access Concur with your IEEE credentials via ieee.org/expense. Never attempt to access Concur directly through concur.com. 1. Getting Started You need an IEEE Account (IEEE username/password) -- hit blue Request button if needed Log into your IEEE account with your IEEE username & password, then request to have a Concur account created for you. Account creation takes approximately 24-36 hours. Once your account is created, you will receive an email with log in instructions. (Appendix A, B) 2. Access Concur Click the orange “Log In” button for direct access to Concur, a username/password are NOT required due to integration with Single Sign On (SSO) 3. Experience the benefits of the mobile app: Submit your reports anytime, anywhere (Appendix C)

My NextGen Experience “Dashboard” Log into NextGen Expense via the “My NextGen Experience Dashboard” User audience is limited (e.g. Treasurers and Chairs of the Geo Unit). Access is driven based on your vTools profile title. If you are having an issue with one of the NextGen Expense buttons going through the Dashboard, please log into Concur using the instructions in the previous slide and contact the IEEE Contact Center for further assistance. IEEE Contact Center Email: [email protected] Phone: 1 800 678 4333 (USA and Canada) Phone: 1 732 981 0060 (Worldwide)

Payment Currencies Supported by Concur EURO Countries Supported by Concur Austria Ireland Belgium Italy Finland Luxembourg France Netherlands Germany Portugal Greece Spain in addition to USD, CAD, INR, and JPY (otherwise, payment completed via Western Union)

Concur & Western Union Payment Processing Concur or Western Union? The reimbursement currency in your Concur profile is based on your Country of Residence. If you reside in a Country where the local currency is USD, EUR, CAD, JPY or INR you must enter your banking information directly into Concur. All other currencies require the user to enroll in Western Union, this is a one-time enrollment Additional benefit of Western Union is more flexibility to choose your bank (e.g. use your US bank even if your main country of residence is perhaps the UK) Payment cannot be completed until banking information is provided Western Union Contact Information: Phone: 1-800-815-2460, option # 1 Email: [email protected] Security of Banking Information Personal information entered in the profile is secure and can only be managed by the user Concur and Western Union meet ISO, SSAE, and PCI Compliance standards, ensuring the utmost in security measures Note: IEEE and Concur abide by OFAC regulations; in some cases, users may not be granted access to Concur

NextGen Expense Help Featuring “WalkMe” Assistance from NextGen Help (WalkMe) Walkthroughs (step-by-step guided learning) Smart Tips (helpful hints)

Creating and Submitting Expense Reports Creating an Expense Report Volunteers/Members select 4-tiered Expense Report Purpose (ERP) Levels & Expense Type, which generates the: Approvers IEEE financial accounting and CB Account/HOP # for NextGen Banking (Appendix D, E) ERP Level 3 Oracle PPM Project # and Project Name/Description ERP Level 4 Oracle PPM WBS Task # and Task Description GST (Canadian Residents only) (Appendix F, G) Approval Flow of Expense Report (Appendix H) Approver(s) – Treasurer (at a minimum) Best Practice is to have 2 Approvers per expense report purpose To change an approver of an ERP, please send an email to: [email protected] Following approvals, Concur audit and payment processing begins Report is Ready for Payment Payment is made electronically directly to your bank account Standard Concur audit, IEEE review and payment processing typically takes 3-5 business days

End User Features & Responsibilities Complete your Concur Profile Submit Your Expenses for Reimbursement Multiple ERPs on a single report is permitted/encouraged – each transaction can utilize separate ERPs When possible, combine various trips and submit 1 expense report per month When Entering Expense Report Purposes (ERPs) Reminder to submit your expenses for reimbursement within 60 days of being incurred, in accordance with the IEEE Travel & Expense Reimbursement Guidelines Expense reports should be consolidated as much as possible Click Profile Profile Settings. View personal information, verify email address and notification preferences, banking if required, etc. If you’re unsure which ERP to use, please contact your Region/Section Treasurer and/or your dedicated IEEE Staff Support Contact for assistance Delete/Remove any old expense reports

End User Features & Responsibilities (continued) Audit Trail & Approval Flow Real-time audit/status tracking visible to the submitter To view the approval flow for your expense report Details Approval Flow Click on the Bolded ERP to expose the approval flow (Appendix H) Please Note: you can only see the approval flow after the report has been submitted Currency Conversions Concur automatically converts foreign currency transactions on the user's behalf If the currency conversion calculated by Concur differs from the conversion charged on your credit card, you can submit a separate expense line for Currency Exchange Fees to make your reimbursement whole Delegate Responsibility (Appendix I) Users can designate a delegate to submit/approve expense reports on their behalf A missing receipt affidavit cannot be submitted by a delegate (Appendix J) A delegate cannot change profile information i.e., bank info, address, etc.

Approver Responsibilities Become Familiar with the Expense Report Purposes (ERP’s) for your Region/Section How to change the approver/approval flow of an ERP Update as necessary by sending an email to: [email protected] Send an email to: [email protected] Provide Demo & Training to all Volunteers/Users who will submit an expense report Coordinate any training within your Region/Section, etc. Supporting documentation/training can be found on ieee.org/expense

Tips, Tricks & Common Mistakes When Entering Transactions in a Foreign Currency Use the currency shown on the receipt, Concur converts the transaction to user’s local currency Reimbursements are made in user’s local currency, per your country of residence Receipt Options Email receipts to: [email protected] they will automatically upload into your Concur profile Integration with 3rd party applications (e.g., Uber, Lyft, etc.) result in electronic receipt creation A missing receipt affidavit can be applied if a receipt is lost/damaged (Appendix J) Itemize the “Hotel” Expense Line Break out the room rate and the room tax per day. Please note that Concur has a “soft” warning message (yellow triangle) reminding you that this needs to be done. The warning message remains on the report including after completing the itemization. Transactions in excess of USD 25 require a receipt Credit Card Statements are not a valid substitute for receipts

Tips, Tricks & Common Mistakes (continued) Expense Report Purpose (ERP) can be edited on each transaction line separately When entering expenses in Concur, you must use the currency in which the transaction was incurred Expenses must be recorded on the date the transaction occurred Receipt date Transaction date (Appendix K) Single Sign-On Log into Concur via the link on ieee.org/expense and select the orange log in button, or My NextGen Experience Portal Username & Password are not required due to integration with IEEE Single Sign On Network

Resources & Email NextGen Program resource page https://www.ieee.org/about/financials/nextgen/secure/index.html NextGen Expense Reimbursement (Concur) resource page https://ieee.org/expense For information such as: training, quick reference, mobile app video, etc. Email NextGen Expense Reimbursement Questions to: [email protected] (formerly known as: [email protected])

Questions Please send all questions, comments, feedback and suggestions to: [email protected] (formally known as: [email protected])

Appendix A. Concur Sample Enrollment Email – reimbursement in USD, CAD, EUR, INR and JPY B. Western Union Sample Enrollment Email – all currencies except USD, CAD, EUR, INR and JPY C. Mobile App – Access Anytime, Anywhere D. Tiered Expense Report Purpose (ERP) Levels E. Expense Types F. GST Reclaim Details G. GST – Expense Line Requirements H. Approval Flow I. Delegates J. Missing Receipt Affidavit K. Verify Receipt Date Transaction Date

Appendix A Concur Sample Enrollment Email (reimbursement in USD, CAD, EUR, INR, and JPY)

Appendix B Western Union Sample Enrollment Email (all currencies except USD, CAD, EUR, INR, and JPY)

Appendix C Mobile App – Access Anytime, Anywhere Log into the mobile app securely using IEEE’s Single Sign On (SSO) passcode (EDDB6G): Use the ExpenseIt feature to upload a receipt image directly into your Concur profile as seen below:

Appendix D Tiered Expense Report Purpose (ERP) Levels Report Header Expense Line Entry ERP 3 Oracle PPM Project ERP 4 Oracle PPM Task/WBS

Appendix E Expense Types Note: an expense type for “COVID Testing/Inoculations” will be added to the system in early 2022

Appendix F GST Reclaim Details (only applicable for Canada Sections and Region 7) GST Requirements and Overview GST, HST, QST and RITC City of Purchase Receipt Country of Residence Canada (populated in users' profile via Siebel) State/Province Field (populated in users' profile) What “do” I have to do in order to record GST: Enter accurate information on your expense reports Attach receipts for all transactions with GST that can be reclaimed (including transactions less than 25 USD) Provide data in the “City of Purchase” and “Receipt Status” fields

Appendix G GST – Expense Line Requirements Concur Expense Lines will need the following fields populated: City of Purchase Receipt Status Tax Amount Please note that the Tax Amount is populated automatically and cannot be changed. You will see the “reclaim tax type” indicated above the tax amount box. In the example above, this tax is being calculated for HSTNS. In the example below, tax is being calculated for: CAGST & CAQST. (Based on the city of purchase, you can have reclaim tax populated for more than one tax jurisdiction as seen below.)

Appendix H Approval Flow Step 1 - How to Navigate Step 2 – Approval Flow expanded showing an Expense Report with Multiple Region ERP’s *Please note: You can only see the approval flow after the report has been submitted*

Appendix I Delegates Step 1 - How to Navigate Profile Profile Settings Expense Delegates Step 2 – How to Add Delegate Click Add Type in Users Name Select the Desired Check Boxes Save

Appendix J Missing Receipt Affidavit Step 1 - How to Navigate Step 2 - Select Transaction Step 3 - Final Confirmation

Appendix K Verify Receipt Date Transaction Date