MGAJohnGeo Unit Treasurer Workshop DeSimone Financial Systems Team

MGAJohnGeo Unit Treasurer Workshop DeSimone Financial Systems Team (NextGen Expense Team) October 21, 2023

Table of Contents Concur 2023 Project Deliverables IEEE Team Responsibilities Helpful Hints for Report Submitters Approver Responsibilities Resources & Contact Information Questions Appendix 2 NextGen Expense Reimbursement (Concur) Overview New User Interface Snapshots Additional Training Materials

Concur 2023 Project Deliverables (as of Oct. 13) New User Interface – (Horizon Fiore) Transition to updated UI required by Concur - Full activation completed on Oct. 2 Posted in Concur “company notes” and on ieee.org/expense Web sites and training materials being updated – target completion of Nov. 30 Currently working with Region 7 and Tax Dept. Target Date: Dec. 2023 to be ready for use in 2024 Travel Booking Request (Region 8) 3 Communicated at Sections Congress Revert Canada GST Setup from Factor-Based Method to Standard Method additional user appearance selections via profile settings / system settings How can we book travel on behalf of others? Currently researching solutions

IEEE Teams Responsibilities Financial Systems Team Finance Solutions Team Responsibilities Include: Concur related system maintenance Expense Report Purpose (ERP) additions Update Expense Report Approval Flow System enhancements Assist with system related Concur questions that are not covered in our documentation on ieee.org/expense or via our NextGen Help Menu located in Concur Contact Information via email: [email protected] Responsibilities Include: Providing Training Documentation to the Region Treasurers Region Treasurers cascade down the training materials to the Sections Financial Systems team partners with Financial Systems team for approver updates Assist with general expense related questions pertaining to process or which expense report purpose (ERP) should be selected Contact information via email: [email protected] Concur 2023 statistics thru Sept. 10,900 total users (9,300 volunteers/members) 8,491 volunteers/members reports processed 3,987 individual volunteers/members processed reports 2,474 volunteers/members submitted 1 report only

Creating a Concur Account is as Easy as 1-2-3 1. Getting Started Navigate to: ieee.org/expense 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. 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) *You will always access Concur with your IEEE credentials via ieee.org/expense by clicking on the orange Log In button. Never attempt to access Concur directly through concur.com* 3. Experience the benefits of the mobile app: Submit your reports anytime, anywhere SSO Code is needed: EDDB6G 5

Helpful Hints & Advanced Features

Helpful Hints for “Report Submitters” What are the Expense Report Purpose (ERP) Levels for my Region/Section? Complete your “Banking” before submitting your 1st expense report Depending upon your currency, enter your banking into Concur directly or create a Western Union/Convera account to receive your reimbursement, your enrollment email will inform you where you should enter your banking Reimbursements are made in user’s local currency, per your country of residence They are located on ieee.org/expense under the heading: Expense Report Library We have them listed in the “resource” section of the NextGen Help Menu in Concur If you’re unsure which ERP to use, please contact your Region/Section Treasurer and/or your dedicated IEEE Staff Support Contact at [email protected] If your currency is incorrect in your Concur profile and you have already updated your address within your IEEE member profile, please send an email to: [email protected] When Entering Transactions in a Foreign Currency Use the currency shown on the receipt, Concur automatically converts the transaction to user’s local currency 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

How to “Itemize” an Expense Line 1. Create expense line and populate the required fields 2. Click on the “itemizations” tab 3. Create Itemization, Reselect expense type, enter itemized dollar amount and update your ERP, save itemization. Continue this process until your itemized amount is at 0.00 1 2 3

“Approver” Responsibilities 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 Become Familiar with the Expense Report Purposes (ERP’s) for your Region/Section Maintain the approvers/approval flow of an ERP To make changes to Approver(s) in the system, send an email to: [email protected] ERP Level 4 (WBS Task) changes need to originate in PPM Locate and view the status of expense reports that you have previously approved Click Approvals Reports View – select your report criteria Tip: if you do not see a report that you have approved listed in report view this means the expense report has been returned to submitter

“Approver” – How to Edit a Submitted Report 1. Click on the “Expense Line” that you would like to Edit 2. On the Right Hand Side, anything that has a “red vertical bar” can be edited by the approver (highlighted yellow items) 1 2

“Approver” – How to Edit Expense Report Purpose Level Click on the “Expense Line” that you would like to Edit On the Right Hand Side, click the drop down arrows by expense report purpose levels 1 – 4 to update Once updated, click save, then approve the expense report to push to new approval flow Every expense line will need to be updated individually

“Approver” – How to Add/Transfer Approval of Expense Report to Another Approver 1. Open the Expense Report 1 2. Click on “Details” then “Approval Flow” 3. Cost Object Approval Window Opens: click on the down arrow to expand the approval, then click on the next to your name 4. Type in the name of the approver you would like to add and click save workflow, then click “approve” in top right-hand corner 2 3 4

Resources & Contact Information NextGen Expense Reimbursement (Concur) resource page ieee.org/expense For information such as: training, quick reference, mobile app video, etc. Email NextGen Expense Reimbursement Questions to: [email protected] Email MGA Finance Solutions Team: [email protected] NextGen Program ieee.org/nextgen

Questions Please send all questions, comments, feedback and suggestions to: [email protected]

Appendix

Appendix NextGen Expense (Concur) Overview NextGen Expense New User Interface Update “Horizon Fiore” Additional Training Materials A. ieee.org/expense I. Missing Receipt Declaration B. Logging into NextGen Expense is Easy as 1-2-3 & Concur Sample Enrollment Emails J. Expense Report Life Cycle, Concur & Western Union Payment Processing & Payment Currencies Supported by Concur K. Tiered Expense Report Purpose (ERP) Levels L. My NextGen Experience “Dashboard” M. Self Service Featuring “ NextGen Help Menu”, NextGen Help Menu & NextGen Task Menu N. Currency Exchange Fee O. Verify Receipt Date Transaction Date C. Mobile App – Access Anytime, Anywhere D. Concur “User” Profile E. Combine Expense Reports using MOVE Command F. What’s the Status of my Expense Report? G.Audit Trail H.Delegates

NextGen Expense (Concur) Overview

NextGen Expense Reimbursement (Concur) Introduction What is NextGen Expense Reimbursement? Cloud based expense management application, including electronic receipt integrations and secure mobile access Benefits of Using NextGen Expense Fully integrated with NextGen Finance (Projects) and NextGen Banking Expense Tagging transactions (ERP level 4/WBS) happens automatically between Concur - Coupa The Concur Mobile app expands accessibility to create & approve expense reports anytime/anywhere When to Use NextGen Expense IEEE will reimburse for travel and non-travel related expenses such as office supplies, shipping, dues/membership, registration fees, etc. For personal “Out of Pocket” and “IEEE Corporate Card” (if applicable) expenses When Not to Use NextGen Expense 18 CB Card transactions do not get processed/entered in Concur Local bank account activity

NextGen Expense (Concur) Documentation ieee.org/expense (Appendix A) One stop shopping for NextGen Expense related documentation and training o How to Log in to Concur (Appendix B) o NextGen Expense Reimbursement Checklist o View a checklist of items needed prior to creating your 1 st expense report in addition to tips on submitting your report o Concur Mobile App (Appendix C) o View a comprehensive video on how to log into the mobile application on your cellular device o Training & Quick Reference o Review self paced training o View recorded training sessions from previous training events o Expense Report Purpose (ERP) Library o Frequently Asked Questions (FAQs) 19

Report Submitter Responsibilities Complete your Concur Profile (Appendix D) Click Profile Profile Settings. Personal information, verify email address, notification preferences & enter banking if required, etc. Submit Your Expenses for Reimbursement Submit your expenses for reimbursement within 60 days of being incurred or at completion of your trip, in accordance with the IEEE Travel & Expense Reimbursement Guidelines (when appropriate) Expense reports should be consolidated as much as possible (Appendix E) Multiple ERPs on a single report is permitted/encouraged – each transaction can utilize separate ERPs When possible, combine various trips and transactions and submit 1 expense report per month Delete/Remove any old expense reports in your Concur profile 20

Report Submitter “Self Service” Features View the Status of your Expense Report (Approval Flow & Audit Trail) (Appendix F, G) Real-time audit/status tracking visible to the submitter To view the status of your expense report after it’s submitted Report Details Click on “Report Timeline” or “Audit Trail” Delegate Responsibility (Appendix H) Users can designate a delegate to submit/approve expense reports on their behalf A missing receipt declaration cannot be submitted by a delegate (Appendix I) A delegate cannot change profile information i.e., bank info, address, etc. Receipt Options Email receipts to: [email protected], they will automatically upload into your Concur Profile (must verify email in Concur for this to work) Integration with 3rd party applications (e.g., Uber, Lyft, etc.) which results in electronic receipt creation 21

Approver Responsibilities Provide Demo & Training to all Volunteers/Users who will submit an expense report (Appendix J) Coordinate any training within your Region/Section, etc. Supporting documentation/training can be found on ieee.org/expense Become Familiar with the Expense Report Purposes (ERP’s) for your Region/Section (Appendix K) Maintain the approvers/approval flow of an ERP To make changes to Approver(s) in the system, send an email to: [email protected] ERP Level 4 (WBS Task) changes need to originate in PPM Locate and view the status of expense reports that you have previously approved Click Approvals Reports View – select your report criteria Tip: if you do not see a report that you have approved listed in report view this means the expense report has been returned to submitter

Approvers - View all Expense Reports You’ve Approved View the expense reports that you have previously approved Click Approvals Reports View – select your report criteria Tip: if you do not see a report that you have approved listed in report view this means the expense report has been returned to submitter

NextGen Expense New User Interface Update “Horizon Fiore”

Horizon Fiore – “Home Menu” All menu items such as travel, expense, approvals, etc. are located under the expandable “home” drop down menu 25

Horizon Fiore – “Profile Section” The “Profile” section is no longer titled “Profile” but has been replaced with a symbol of a person. TIP: If you have delegate access on behalf on another user, please expand the menu to select the user 26

Horizon Fiore – “Help Section” The “Help” section is not longer titled “Help” but has been replaced with a question mark symbol 27

NextGen Expense (Concur) Additional Training Materials

Appendix A ieee.org/expense 29

Appendix B (page 1) 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 Navigate to ieee.org/expense 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. 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 30

Appendix B (page 2) Concur Sample Enrollment Email (reimbursement in USD, CAD, EUR, INR, and JPY)

Appendix B (page 3) Western Union/Convera 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 Concur “User” Profile 34

Appendix E Combine Expense Reports using MOVE command How to “Move” an expense line to another expense report 1. Please check the expense line(s) that you would like to move 2. Click the blue “Move to” box 3. Select the report that you would like to move the expense(s) to: New Report, Sections Congress or Region Meeting – New Jersey 35

Appendix F (page 1) “What’s the Status of my Expense Report?” Approval Flow/Report Timeline Step 1 – Click on Home Expense Step 2 – Change the “View” in Report Library *Please note: You can only see the approval flow/report timeline after the report has been submitted*

Appendix F (page 2) “What’s the Status of my Expense Report?” (cont.) Approval Flow/Report Timeline Step 3: Open Report, Click on Report Details Report Timeline Step 4: Review Report Timeline to see Status *Please note: You can only see the approval flow/report timeline after the report has been submitted*

Appendix G Audit Trail Step 1 - How to Navigate Step 2 – Click on Audit Trail *Please note: You can only see the audit trail after the report has been submitted*

Appendix H 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 I Missing Receipt Declaration Step 2 - Select Transaction Step 1 - How to Navigate Step 3 - Final Confirmation

Appendix J (page 1) Expense Report Life Cycle Create 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 ERP Level 3 Oracle PPM Project # and Project Name/Description ERP Level 4 Oracle PPM WBS Task # and Task Description Expense Report Processes through “Approval Flow” 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] The NextGen Expense team will make the system change and notify the Finance Solutions team via email Following approvals, Concur audit and payment processing begins Report is Processed for Payment Payment is made electronically directly to your bank account via Concur or Western Union Standard Concur audit, IEEE review and payment processing typically takes 3-5 business days 41

Appendix J (page 2) Concur & Western Union (Convera) Payment Processing Concur or Western Union (aka Convera)? 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 42

Appendix J (page 3) 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) 43

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

Appendix L My NextGen Experience “Dashboard” Log into NextGen Expense via the “My NextGen Experience Dashboard” or ieee.org/nextgen 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)

Appendix M (page 1) Self Service Featuring “NextGen Help Menu” Click on Menu to Expand Expanded Menu (3 Sections) Assistance from NextGen Help (WalkMe) Walkthroughs (step-by-step guided learning) Smart Tips (helpful hints)

Appendix M (page 2) NextGen Help “Help Menu” NextGen Help – Help Menu Consists of 3 Sections: My NextGen Experience Additional Guidance Click on items listed to experience step-by-step guided learning Resources Click on items for additional documentation/information

Appendix M (page 3) NextGen Help “Tasks Menu” NextGen Help – Tasks Menu Suggested tasks to complete before using Concur Verify Email Address Needed for: Email Notifications Using [email protected] Enter Banking Information Concur requirement if you are receiving your reimbursements via Concur

Appendix N Currency Exchange Fee Expense Type Sample Expense Line DO NOT change Conversion Rate When Entering Transactions in a Foreign Currency Use the currency shown on the receipt, Concur automatically converts the transaction to user’s local currency 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

Appendix O Verify Receipt Date Transaction Date