Ensuring Accrual to Fiscal Year 2013 -Travel Reconciliation and Procurement Card

Travel Card Expenses (and advance amounts drawn on the old Cash Advance Card)

The automated accrual process applies when the Card expense is:

• In the Concur Expense System (this typically takes several days to a week from the time of purchase); and,
• Dated June 30 or earlier

How the accrual works (to which SpeedTypes and to which Accounts) depends on the specific situation, as described below:

SpeedType Accrual:

• If assigned to an expense report and allocated to a SpeedType, accrual will be to the allocated SpeedType.
• If assigned to an expense report but not allocated to a SpeedType, accrual will be to the SpeedType on the Report Header.
• If not assigned to an expense report, accrual will be to SpeedTypes identified by the respective campus controller.

Account Accrual:

• If system-assigned or otherwise assigned to an Expense Type, accrual will be to the designated Expense Type.
• If the Expense Type is not specified, accrual will be to Account 700200 (Employee Out-of-State Travel), or, for Cash Advance Card expenses, to Account 070200 (Travel Advances).

Out-of-Pocket Expenses

The automated accrual process applies when the out-of-pocket expense is:

• Assigned to a submitted expense report; and,
• Dated June 30 or earlier

Accrual will be to the designated SpeedTypes/Expense Types at time of expense report submission.

Cash Advance Requests in the Concur Expense System

The automated accrual process applies when the cash advance request is:

• Approved; and,
• The voucher to the cash advance recipient is dated June 30 or earlier

Accrual works as follows:

SpeedType Accrual - Accrual will be to SpeedTypes associated with the cash advance recipients' Orgs, as identified by the respective campus controller.

Account Accrual - Accrual will be to Account 070200 (Travel Advances)

 

For FY 2013 Procurement Card expenses that have not posted, the automated accrual process applies when the Procurement Card expense is:

• In the Concur Expense System (this typically takes at least two days from the time of purchase); and,
• Dated June 30 or earlier

How the accrual works (to which SpeedTypes and to which Accounts) depends on the specific situation, as described below:

SpeedType Accrual:

• If assigned to an expense report and allocated to a SpeedType, accrual will be to the allocated SpeedType.
• If assigned to an expense report but not allocated to a SpeedType, accrual will be to the default SpeedType for the card.
• If not assigned to an expense report, accrual will be to the default SpeedType for the card.
  (Note: The default SpeedType for the card is shown in the Cardholder's Profile in Concur. Use the Cardholder Update form to change the card's default SpeedType.)

Account Accrual:

• If system-assigned or otherwise assigned to an Expense Type, accrual will be to the designated Expense Type.
• If the Expense Type is Undefined, accrual will be to Account 552601 (Other Operating Supplies).

Accrual journals are created to account for expenses related to FY 2013 that will be posted in FY 2014. All automated accrual journals are dated 6/30/13 but are run in July.

ACCESE

Accrual - Expense System Employee (reimbursement)
Accrual for Concur Expense System Travel Reconciliation/Employee Reimbursement (assigned Travel Card expenses and submitted out-of-pocket expenses)

ACCEST

Accrual - Expense System Travel (card)
Accrual for Concur Expense System Travel Card (unassigned expenses)

ACCESA

Accrual - Expense System Advance (cash advance amount)
Accrual for Concur Expense System Cash Advance Card (unassigned expenses) and for cash advance requests processed through Concur

ACCESP

Accrual - Expense System Procurement (card)
Accrual for Concur Expense System Procurement Card (expense reports and unassigned expenses)

Accrual journals are reversed to offset when an expense related to FY 2013 gets posted in FY 2014 so that it is not expensed again. All automated accruals are automatically reversed. All reversal journals are dated 7/1/13 but are run later in July.

ACXESE

Reverse accrual for Expense System Employee Reimbursement

ACXEST

Reverse accrual for Expense System Travel Card

ACXESA

Reverse accrual for Expense System Cash Advances

ACXESP

Reverse accrual for Expense System Procurement Card