T&E Guide and Concur FAQs

Basic topics and other information for business travel and reimbursement at NBCU

As of June 4, 2013

Contents

How to Get Help: Important Numbers........................................................................................................4

Getting Started (New Employees or First-Time Travelers)...........................................................................4

Corporate Credit Cards................................................................................................................................5

Applying for a Corporate Card.................................................................................................................5

Limit Increases and Available Credit........................................................................................................5

ATM Cash Advances................................................................................................................................5

Travel...........................................................................................................................................................6

Travel and Expense Policy........................................................................................................................6

BCD Travel...............................................................................................................................................6

Travel Assistants......................................................................................................................................6

Personal Travel........................................................................................................................................6

E-Receipts and Travel Itineraries.............................................................................................................7

Removing Trips........................................................................................................................................7

Trip Authorizations (selected divisions)...................................................................................................8

Unused/Partially Used Airline Tickets......................................................................................................9

Concur - Setup.............................................................................................................................................9

The Site....................................................................................................................................................9

Password Changes and Initial Login.........................................................................................................9

Trouble Logging In – No Concur Account.................................................................................................9

1) No Email Address on Record......................................................................................................10

2) SSO Not Registered:...................................................................................................................10

3) No Costing Info Present:............................................................................................................10

Initial Set-Up: Bank Account..................................................................................................................11

Email Notifications From Concur...........................................................................................................12

Concur Help Materials...........................................................................................................................13

Name Changes.......................................................................................................................................13

Changes in SSO Number........................................................................................................................14

Approving Manager - Changes..............................................................................................................14

Expense Delegates.................................................................................................................................14

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Concur – Processing Expenses and Approval.............................................................................................14

Approval and Auto-Approval of Expense Reports.................................................................................14

Reimbursed Erroneously.......................................................................................................................15

Solution 1 – card charges available and unused................................................................................15

Solution 2 – card charges already submitted and not available.........................................................16

Allocating Expenses to a Different Cost Object......................................................................................16

Car Rental..............................................................................................................................................16

Meals Reimbursement..........................................................................................................................17

Per Diem and Meals Expense............................................................................................................17

Adding Multiple Attendees to a Meal................................................................................................17

Itemizations...........................................................................................................................................19

Hotel Expenses – Unique Situations......................................................................................................20

Receipt Policy........................................................................................................................................20

Policy For Receipts.............................................................................................................................20

Foreign Travel Receipts......................................................................................................................20

Lost Receipts......................................................................................................................................20

Corporate Card Credits/Refunds...........................................................................................................20

Notification from Concur – Pending Charges.........................................................................................21

Audit Trail..............................................................................................................................................21

Approval Workflow................................................................................................................................21

Checking the Status of Reimbursement.................................................................................................21

Recalling Reports...................................................................................................................................21

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How to Get Help: Important Numbers

NBCU Travel Team 212-664-3361 (NY)818-777-5958 (LA)Email: travel.admin@nbcuni.com

The Travel Team can assist users with many common issues

BCD Travel – Main Number 855-844-6228

BCD Travel is the approved travel agency for NBCU and its affiliates. Reservations made with BCD Travel will flow through to Concur

BCD Leisure Desk 855-773-4225

Employees and contractors may use BCD Travel to book personal travel/vacations, but they must use the Leisure Desk (for nominal fees)

Citibank Customer Service 800-248-4553Citibank is the financial institution that provides the company-paid corporate travel MasterCards

Concur T&E Help Desk 866-793-4040

Concur is the third-party software/website where employees and contractors book travel and process reimbursement claims/expense reports

NBCU Travel Portal http://travel.nbcuni.com

The NBCU Travel Portal has numerous self-help guides and training materials for Concur. It should be the first place to look to get answers to questions

Getting Started (New Employees or First-Time Travelers)There are two websites you need to become familiar with in order to travel and process expense reports. These are the NBCU Travel Portal (http://travel.nbcuni.com) and Concur (www.concursolutions.com) You must be logged on to the NBCU network to access the link to Concur on the Travel Portal. However, you can access Concur directly from any internet connection. The Travel Portal has links to apply for an NBCU Citibank MasterCard, as well as FAQs and training materials for using Concur. The Concur Startup Guide is the best place to start, as it will give you instructions on logging into Concur for the first time and setting up your profile. The startup guide is copied below. There are other guides (both on the Travel Portal and Concur) that go over booking travel, expense processing, cash advances, and other relevant topics.

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Corporate Credit Cards

Applying for a Corporate CardEmployees who travel frequently or have reimbursable business expenses may apply for a company-paid Citibank MasterCard. The link for the application is on the NBCU Travel Portal:

After completing the online form, the application will be electronically routed to the employee’s manager for approval. After approval is made, the card request gets sent to Citibank by a member of the Travel Team. Cards generally take 5-7 business days to be received centrally in NY/LA and then routed to the employee. In situations where the receipt of the card needs to be expedited, contact a member of the Travel Team at travel.admin@nbcuni.com or 212-664-3361 (NY) or 818-777-5958 (LA). The billing address for the card is the address that was entered by the employee at the time of application. It can be either home or office. Employees can check what was entered at any time by going to the portal and clicking the credit card application link. Even though the employee enters an address for the card, all statements and bills are received and processed centrally, in the L.A. Controller’s Office.

Corporate cards are generally for employees only, although in certain situations contractors may apply for and receive a card. This is at the discretion of the contractor’s manager. The cards are company-paid, which means NBCU pays the costs directly. The only obligation for the cardholder is to include each charge on a valid, submitted expense report (see Concur section below).

Employees or contractors who do not receive approval for a corporate card from their manager may use a personal credit card or cash to pay for reimbursable business expenses and seek reimbursement through Concur.

Limit Increases and Available CreditRequests for credit limit increases should be done through the link on the travel portal (http://travel.nbcuni.com). Once approved electronically by the employee’s manager, the Travel Team will send the increase information to Citibank. Emergency credit limit increases can be made through a member of the Travel Team with written approval from the employee’s manager. Understand that the normal process takes only one day, so please do not call the Travel Team directly unless it is an emergency.

Available credit on individual cards resets to its full amount on the 26th of each month, immediately after NBCU pays the company-wide Citibank bill as of midnight on the 25th of each month (or the next business day if the 25th falls on a weekend). Purchasing power is NOT affected by outstanding items in Concur or the timeliness of clearing charges. In other words, the timing of the submission of expense reports will not affect credit limit.

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ATM Cash AdvancesCash withdrawals can be made using the corporate MasterCard if enabled. Typically, users are set up with a 20% cap against the full credit limit for cash withdrawals. This amount can be altered/adjusted through the NBCU travel portal, and manager approval through electronic workflow. The link to request a credit limit increase and/or a cash ATM limit increase is on the travel portal and is called “Credit Limit Increase.” Once approved, a member of the Travel Team will increase that traveler’s withdrawal privileges. There are separate printed instructions on how to apply and process an ATM cash advance in Concur. Those instructions are on the travel portal as well as in the Training Materials section of Concur.

Travel

Travel and Expense PolicyA link for the NBCUniversal travel policy is located on the NBCU Travel Portal. This policy is in effect for all employees and contractors, although divisions may elect to have more stringent rules in place at the operating/finance leaders’ discretion. The policy is also included below:

BCD TravelThe NBCU official travel agency is BCD Travel. The main number is 855-844-NBCU (6228). There are prompts after you get the main menu which should direct the caller to a specific department. There is a hidden prompt (9) for VIP Travel. This prompt will take the caller to higher-level BCD Travel Agent. Travelers may book their travel online through Concur, or can call a travel agent directly if the travel is complicated, involves multiple legs, or for canceling flights/hotels.

Travel AssistantsTravel assistants may book travel on behalf of another employee (usually a supervisor or manager) using the supervisor/manager’s Concur account and credit card. There are two ways to become a travel

assistant for someone else: 1) the supervisor selects a travel arranger from his/her own Concur personal profile section (left), or 2) the assistant can assign him/herself to that supervisor by choosing the “I’m Assisting…” link from the options under the profile tab (bottom left of screen).

Once you have been set up as a travel assistant, from your home page (my Concur), you will see a drop down box that says “You are administering travel for: ….” and below “me” you’ll see their names. The travel assistant can only book travel for one profile at a time. If an employee needs to book multiple people on the same trip (flight, hotel, etc), then the travel arranger should contact BCD Travel.

Personal TravelEmployees are permitted to use Concur to book personal travel to take advantage of corporate rates, but they must work through BCD Leisure Services. This includes travel for personal reasons, for family members or other non-employees. The Leisure Services desk can be accessed by dialing 855-773-4225,

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or the main number (866-793-4040) and prompt #4. The fees for these services are shown in the box below:

E-Receipts and Travel ItinerariesTrips that are booked in Concur will generate itinerary icons and sometimes e-receipts. These items MUST be matched against the credit card charge to avoid accidental reimbursement to the employee. The traveler should WAIT until the card charge and e-receipt come through the system and are available in Concur before attempting to create an expense line on an expense report. Once the charge is available, Concur will attempt to match the corporate card charge to the itinerary and to the e-receipt. In situations where the amounts or vendor name are similar, but don’t exactly match, Concur will ASK the traveler if the items are the same. Creating an expense item before the corporate charge is available may cause problems with the matching of the charge with the itinerary as well as potential duplicate reimbursement. If the traveler created the expense prior to the corporate card charge coming through, the best way to resolve this is to delete the item from the expense report, and re-create it with the corporate card charge, thereby forcing Concur to match all available pieces of the charge.

Removing TripsTrips/itineraries booked through Concur will populate in Concur in the “trip list.” Trips will remain in this list until an expense report is created from them. In some cases, the trips do not need expense reports, or were canceled altogether. To remove trips from the “trip list” click on the Travel tab in Concur, and then in the next menu, click on “remove trips.”

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Trip Authorizations (selected divisions)Some divisions require the use of trip authorizations, so that the managers can approve travel before the costs are incurred. If your division has enabled the use of trip authorizations, users will see the following choices under the expense tab in Concur:

Creating a new trip authorization will bring up a new header record, which again may vary by division, but will indicated required fields with a red bar.

After completing the header, the following screen appears, which allows the user to build the projected trip costs.

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After pricing out the airfare, lodging, and rental car costs, the user should select the different components of the trip from the parent (blue) expense types and enter the corresponding cost and trip information into each section where applicable.

Once the trip authorization is completed, it can be submitted where it will go through an electronic approval workflow. Once fully approved, the trip authorization can then be attached electronically and submitted with the corresponding expense report.

Unused/Partially Used Airline TicketsBelow is a document that explains how to apply/use tickets from the ticket bank.

Concur - Setup

The SiteConcur, the third-party hosted site for expense report processing can be accessed either of two ways. The first is through a link in the NBCU Travel Portal. This way of accessing Concur will take the user through the SSO validation process before granting access to the Concur site. The second, more preferred way to access Concur is directly through the web, at www.concursolutions.com

Concur is accessible to ANYONE with an SSO (employees or contractors). Once an employee or contractor has an SSO that is registered, a feed from HCM/IDM creates a new Concur account for that person. The Concur account is active and just requires the user to login for the first time to access it.

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Password Changes and Initial LoginUnfortunately, some users may have difficulty logging in to Concur. This is due to the fact that each user name is made up of the employee’s SSO@nbcu. Many people mistake this for an email address or they will use their SSO@nbcuni or SSO@nbcuni.com, neither of which is correct.

Usernames look like this: 206096742@nbcu

A common request will be for password resets. For the initial logon, people have been instructed to click on the “forgot my password” link and a temporary password will be emailed to them. In many cases, the email delivery fails and the error message asks people to contact the travel administrator. Passwords can be reset by the Concur help desk or by a member of the NBCU Travel Team.

Trouble Logging In – No Concur AccountSometimes users will not have a Concur account established. This is usually due to one of three reasons: 1) not having an email address on record, 2) not having a registered SSO, or 3) not having a default cost center entered in the Human Resources system. Each of these issues is discussed below:

1) No Email Address on RecordContractors/employees don’t need to have “work” emails, but they do need to have an email address on record and have registered their SSO to use Concur.

Creating an alternate email address: You must be logged into the network to use these links. Check the SSO info at http://directory.inbcu.com/ to determine that the email address does not

exist. If there is a “company” email address existing, go to the section below “Replacing Company

eMail Addresses.” If the email address field is blank, follow remaining steps.

a. Contact the NBCU helpdesk: http://nbcuniversal.ge.com/itservices (888-332-6221)b. Click “Submit a Request” and type in the following info, replacing the green text with

the actual info:i. Request Type: Request

ii. Description: Create CR email record for SSO: 123456789 OR Create CR email records for ## contractors

iii. Request Details:Create CR email record:SSO: 123456789 email: myemail@yahoo.com

iv. Change priority to: Highv. Is the request on behalf of someone else? Click the Yes radio button

vi. Enter the contractor’s name or the sponsor’s/supervisor’s name, which you can get at http://directory.inbcu.com/ or http://iam.inbcu.com/

vii. If you use the supervisor’s name, you can group multiple contractors on a single ticket.

c. The ticket submitter will receive a notification that the ticket has been completed. It takes an overnight feed for email addresses to be fully replicated to all servers.

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2) SSO Not Registered: To register the SSO, send an email to the contractor asking them to register at

http://registermysso.inbcu.com This site doesn’t require you to be logged into the network – it is internet accessible.

3) No Costing Info Present:Default cost information is inherited from the supervisor/sponsor. It’s important to make sure the supervisor is correct:

You must be logged into the network to use this link. Check the supervisor’s info with http://nbcuniversal.ge.com/itservices Confirm the default cost center for the supervisor is also correct for the contractor. If it’s

not, we can add an alternate cost object. If it’s not correct for the contactor, open a ticket for the correction with the contractor SSO

and the correct costing info.

Replacing Company eMail Addresses:

1. You must be logged into the network to use these links.2. Check the SSO info at http://directory.inbcu.com/ a “company” email address exists.3. Contact the NBCU helpdesk: http://nbcuniversal.ge.com/itservices4. Click “Submit a Request” and type in the following info, replacing the green text with the

actual info:a. Request Type: Requestb. Description: Remove Exchange Account and Create CR email record for SSO:

123456789c. Request Details:

Remove Exchange Account. No retention of any email or contacts is required. Name has never used the account and requires a CR instead.Please create a new CR email record:SSO: 123456789email: myemail@yahoo.com

d. Change priority to: Highe. Is the request on behalf of someone else? Click the Yes radio buttonf. Enter the contractor’s name or the sponsor’s/supervisor’s name, which you can get

at http://directory.inbcu.com/5. The ticket submitter will receive a notification that the ticket has been completed. It takes

4-6 hours for email addresses to be fully replicated to all servers.

Initial Set-Up: Bank AccountBank account information must be submitted and validated in Concur prior to an expense report being processed successfully. If a report is submitted before bank validation, an error message will appear (red exclamation point) and will not allow the report to be submitted. Once validation is successful, the

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error message will remain, but the report can be submitted. Below are some FAQs related to bank account information:

Why does Concur not allow me to submit my expense report without my bank information?

The Concur Expense module is configured to obtain the Electronic Funds Transfer (EFT) information before the user can start using the expense side of Concur. Account Confirmation is a function designed to reduce the frequency of rejected payments caused by errors in employees’ banking information. Once your bank information has been entered, you will need to wait 48 hours (2 business days) for Concur to establish verification to your banking institution. Once the verification has been established, you will receive an email from Concur notifying you that a $0.01 deposit transaction has been placed in your bank account. Once you receive this email, you may submit the expense report successfully.

How do I enter my bank account information?

Log in to the system at http://www.concursolutions.com Select the Profile tab at the top of the screen Select the link for Bank Information. Enter your financial institution’s 9-digit routing or ABA number Enter your bank account number (twice – once in each of the provided boxes) Select whether the account is a checking or savings account Press the Save button

Email Notifications From ConcurThere are two places within a Concur user’s profile section where emails from Concur can be managed (turned on or suppressed). The first group of emails is the notification for travelers, assistants, or managers at different points during the expense report process. Under My Profile/Expense Preferences, select the appropriate email boxes:

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The second group of email notifications from Concur are located in the profile section as well: My Profile/Other Settings/System Settings. These items can be toggled on/off.

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Concur Help MaterialsThe Concur site has a link to training materials that are available to anyone.

Clicking on this link will bring up the Concur page. There are many useful flash presentations and documents to help with all areas of Concur. Employees can be directed to this site for self-help materials.

Name ChangesThe only field that an employee can change him/herself is middle name and only during the initial completion of the personal profile section. After that, and all other name changes (in Concur) must be made in the source system (SAP HR). Once changes are made, they will flow down to Concur on the next nightly data feed. Contractors should use IdM to make name changes. See below for specifics:

Name change in HR – these fields are interfaced from HR systems. If values are incorrect, employees should contact the HR department to have them corrected.

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Name change in Identity Management – these fields are interfaced from Identity Management. If values are incorrect, update them either by contacting the NBCU help desk at 888-332-6221 or by using the IDM web site at http://idm.inbcu.com

Changes in SSO NumberOccasionally contractors with a 5-series SSO will become full-time employees and be given a new 2-series SSO. When this happens, it is important to alert both the Travel Admin and the Card Admin to ensure that all open card transactions get converted. Please contact the Travel Team if this situation is pertinent to you.

Approving Manager - ChangesAll Concur users are assigned an approving manager. This manager approves credit card applications, credit limit increases, ATM cash advance limits, and all expense reports. This approver is the employee’s one-over-one manager in SAP HR. In most cases, incorrect managers MUST BE CHANGED in SAP HR to filter down to Concur. However, in certain circumstances, approving managers can be overridden or changed on a temporary basis (vacations, etc.). Contact a member of the Travel Team to make these changes. Written approval is required.

Expense DelegatesAn expense delegate (separate from a travel arranger) can prepare and submit expense reports on behalf of someone else. Expense delegates must be added from the host employee’s profile section under the profile tab/expense delegates. Checking the “receives emails” box will allow the delegate to see all the Concur emails sent to the host employee.

Concur – Processing Expenses and Approval

Approval and Auto-Approval of Expense ReportsExpense reports will generally go to the employee’s manager for review and then into a processor queue for final audit by a member of the Travel Team. Some reports will have certain expenses flagged which are large or unusual. These flags (see below) are meant to draw attention to those items, but do not necessarily represent a policy violation.

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Reports in the processor queue can take up to several business days to be released for payment, depending on the volume of submitted reports. Concur users can track the progress of a submitted report by using the “audit trail” feature. See page 16 for further details.

Reimbursed ErroneouslyThere are two main reasons why someone would have been reimbursed erroneously in Concur. The first reason is when an expense is put through a submitted report without the accompanying credit card charge. This is usually the result of someone creating an expense prior to the actual corporate charge coming through and being available in Concur OR submitting the hotel or car rental e-receipt separately from the corporate card charge. It is most frequently done with airfare, hotel, and car rental charges, where it can take up to a week for a credit card charge to post.

The second reason for erroneous reimbursement is when someone puts through an expense for an item that was otherwise paid by the company, such as a p-card purchase.

The resolution of erroneous reimbursement should be handled in one of two ways, depending on whether the corresponding corporate credit card charges are still available for processing.

Solution 1 – card charges available and unusedIf the card charges are unused and available, the solution is to take the actual corporate card charge, put it on an expense report, and mark it as “personal” by checking the Personal Expense (do not reimburse) box. What this will do is to force the system to seek reimbursement from the employee for that item. You can put that corporate card charge on its own report or include it on another report with other items.

When that report is submitted, the amount owed will be netted against other money the company owes the employee for any out-of-pocket expenses within that expense report. If there are none, or there are less than the amount owed, the employee will be required to cut a check to reimburse the company. In the future, we hope to be able to have Concur simply take the money out of our accounts, but for now, the only way to resolve this is to actually cut a check. The instructions for reimbursing the company are below:

Select the option NBC Fax cover Page from the Print / Email menu Print out the fax cover page that appears in a new window. Submit the report Make a check payable to NBCU for the amount owed Mail Check and fax cover page to: NBCUniversal Controller’s Office,100 Universal City Plaza, Bldg 1280 7th

Floor, Universal City, CA 91608

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Solution 2 – card charges already submitted and not availableIf the corresponding credit card charges are NOT available or have already been submitted on another expense report, there is only one way to resolve the erroneous reimbursement. The employee must send a check for the amount directly to the company.

Locate the expense report that was incorrectly filed (that has items that were erroneously reimbursed) by the user, and print the fax/cover sheet from that report. Circle, or otherwise mark and indicate which items on that report were erroneously reimbursed to the traveler, and send the cover sheet along with a check for the total owed to the company to the NBCU Controller’s Office address above.

Allocating Expenses to a Different Cost ObjectEach expense report when created puts all expenses to the traveler’s default cost center. Travelers may change the cost object (cost center or WBSE) for any/all expenses, but NOT the GL accounts. To change any or all of expenses on a particular report, pick one or all of the charges by clicking the box(es) to the left of each charge, go to the details tab, and click allocations. Within the first box for cost object, type in a WBSE or new cost center. Do NOT use dashes when entering a WBSE. Dots are okay. No dashes. Do not tab between the Cost Object and GL Reference fields. If you tab, the information you entered will be returned to the default value.

Additional lines can be added to further split charges between cost objects (by percentage or dollar amount). The second box for G/L reference should default to a single cost center with a .XX suffix. This suffix determines where on the ledger (G/L account) each expense type will post. For example, a .50 suffix is cost of revenue and each expense type will post to different G/L accounts than they would for a .60 (SG&A) suffix. The accounts to which each expense type posts are in accordance with the grid and CANNOT be overridden.

Car RentalThe NBCU Travel and Expense Policy has the most comprehensive information on rental cars. Please refer to the actual policy for specific questions, but listed below are some of the more frequently asked questions in regards to renting a car:

Can I rent from any car company?: Rental cars should always be booked through Concur and/or BCD Travel to ensure receipt of the best (corporate) rate; Hertz is the primary provider and should be used whenever possible. If Hertz is not available, Enterprise should be chosen - code 32C1027

How old do I have to be to rent a car?: There is no age minimum to rent a car. All employees and contractors working on NBCU business are eligible to rent at the company rate and under the company car rental agreement

Should I purchase the insurance?: The NBCU contract with Hertz covers loss, damage, and collision coverage for employees/contractors while on company business. The only time you should select to purchase the insurance is if you have chosen a car company other than Hertz, or if you are using the car for personal use. In situations where you are using the car for personal use, you should NOT use the company MasterCard to pay for the charges.

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Can I use Hertz #1 Club Gold?: Employees and contractors may take advantage of the free membership to Hertz #1 Club Gold. The link to join is available in the profile section of Concur. The Corporate Discount Plan (CDP) number for Hertz/NBCU is 50013.

Do I have to fill the tank? Should I purchase the fuel option?: Travelers should NOT purchase the fuel service option offered by Hertz. Employees are required to return the car with a full tank of gas whenever possible unless circumstances prevent the car from being returned with a full tank of gas. Fuel charges are reimbursable to the employee.

Meals Reimbursement

Per Diem and Meals ExpenseSome NBCU divisions may allow employees to submit a per diem charge to cover all meals for a given day. This is a FLAT RATE and must be agreed to by your divisional finance leader. MEALS-EMPLOYEE ONLY should NOT be used as the expense type to record per diem under any circumstances. Per diem meals DO NOT require accompanying receipts since it represents a flat, agreed-upon rate. If you are combining multiple days into one per diem charge, please use the comment field or attach a breakdown to reconcile the total (number of days X amount per day). All other employees not authorized to use per diem must utilize the MEALS-EMPLOYEE ONLY expense type to record actual meal costs incurred.

Meal expenses that include attendees beyond the employee only must be accounted for using Meals – Multiple Attendees. Instructions on adding attendees to the expense record are listed below.

Adding Multiple Attendees to a MealWhen an employee has a meal with at least one other person, that person must be included in the description. Choosing the expense type of meals-multiple attendees will result in the box below:

To add names from a list of previously used names (employees or other who have been used on previously submitted reports), simply type their first or last name into the text box called “Enter last or first name.” Note that this will only access the “favorites” or previously used names. The same results can be obtained by clicking on the “favorites” button.

To ADD new names which are NOT employees, type the name into the box and then click Create New Attendee.

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This will bring up the following dialog box which does NOT include the option for employee

.

To add EMPLOYEES to the list, you must click the Search button, and only the Search button. This will bring up a different dialog box (shown below). This dialog box includes the choice for employee and the search boxes will access the Global Address List (GAL) for employee names.

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If the number of attendees is prohibitively large (e.g. a crew or unknown people) to enter individually, the employee may use one of the “entertainment” expense types instead, or Catering on Premises >10 people. It is important however that the employee includes all relevant information in the required expense and attendee description fields to indicate the actual number of attendees present at the meal to justify the per-head cost calculated by Concur.

ItemizationsItemizing an expense can be done to break a single charge into multiple line items. Reasons for itemizing include a) it’s required for hotel bills, b) splitting a charge into two expense categories, or c) dividing a charge into a business and personal component. In all cases, the itemization of an expense type gives the user the option to select an expense description for each part of the itemization until the total of all the itemizations equals the amount of the full charge.

The act of Itemizing a hotel bill results in the completion of a template which attempts to make the itemization exercise easier for the employee. The template will request a daily room rate, daily tax rate, and any other hotel charge which was charged on a daily basis. Users are not tied to the amounts entered on the template. If room rates vary by night or there are incidentals on the bill which were not recurring, the users should complete the template and then go back in and adjust/remove/add additional itemization lines to accurately reflect the actual bill.

A frequent example where itemization is required is a car rental or meal with a personal component. For example, if an employee charges through a meal where his/her spouse attended, the portion relating to the spouse should be itemized, charged to meals-employee only, and marked as “personal-do not reimburse.”

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Hotel Expenses – Unique SituationsHotel charges an advance deposit: sometimes a hotel will charge a deposit that is paid prior to the actual stay. When the guest checks out, he/she is presented with a bill that represents the difference in cost. The way to expense this is to itemize both charges (the deposit and the remaining stay) separately. The deposit should be itemized as “hotel deposit” for a single day. The remaining bill should be itemized with a grossed-up amount (including the deposit), but also including a NEGATIVE amount equal to the deposit to both tie to the actual bill total and display the correct nightly room rates in the itemization.

Hotels paid in advance and not on Corporate Card: while the NBCU Travel Policy requires the use of the Corporate Card whenever possible, there may be situations when a hotel must be booked directly and/or paid with a personal credit card. Concur will not allow a user to submit a future-dated hotel stay for reimbursement. In order to get reimbursed, the user should classify the charge as hotel deposit with a transaction date equal to the payment date. A copy of the receipt (email/card statement) should be used as backup for the charge in lieu of a hotel folio.

Hotel folios should always be stated in LOCAL currency whenever possible. Concur will automatically perform the currency conversions.

Receipt Policy

Policy For ReceiptsFor U.S.- incurred charges, receipts are required for non-corporate card charges greater than or equal to $25 and all hotel folios and rental car charges. A legible scanned image is acceptable. Certain items like mileage, tips, or per diem may exceed $25, but do not require receipts. Generally, a visual breakdown of per diem costs can be scanned as a receipt alternate.

Foreign Travel ReceiptsFor U.S.-based employees incurring costs internationally, original receipts are required for meals, car rentals and hotels for VAT reclamation. Once the expense report is completed and submitted with electronic copies of all required receipts attached, the original required receipts should be mailed to:

NBCUniversal Travel Office, 100 Universal City Plaza, Bldg: 1320W, Suite 1J, Universal City, CA 91608

Lost ReceiptsFrom within the expense report that contains the charge, go to the Print/Email tab and then click on NBC Fax Cover Page. This sheet also serves as a lost receipt affidavit. There will be a box for the required receipts for that report. Check the box, sign the form, and attach that signed form as the missing receipt to the expense line.

Corporate Card Credits/RefundsCredits/refunds on the corporate credit card must be processed and cleared on Concur expense reports just like charges. Even though the amount is negative, it must be given an expense type and include all the information which is required for charges. Ideally, credits and refunds would appear on the same expense report as the corresponding and offsetting charges.

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Fraudulent charges which are offset by credits (posted to the cardholder’s account by Citibank) can be grouped together and submitted on a report in the same manner as legitimate charges. Notation should be made in the comment fields of fraudulent charges and credits alerting reviewers to the nature of the charges. The expense type of “fraud” or “in dispute with Citibank” should be used.

Notification from Concur – Pending ChargesConcur will send emails to the employee when unused corporate card charges reach a certain point. The email will threaten suspension of the corporate card if the delinquent items are not cleared on expense reports. This warning is common when employees do not complete expense reports on a timely basis. Airfare aging will begin from the completion date of travel as opposed to the purchase or departure date.

Audit TrailEmployees can view the audit trail of any report once submitted. Under the details tab, select audit trail. This is essentially a log of every action taken on this expense report, including the date/time and person responsible for the modification. Employees asking as to the approval status of a particular report should be directed here.

Approval WorkflowAs in the instructions for audit trail above, choosing approval workflow will show the employee the approval steps taken with a particular expense report.

Checking the Status of ReimbursementUnder the details tab in an expense report, choosing “Report Payments” will give the employee the most up-to-date information on reimbursement status, including the date the payment should be expected in the employee’s bank account. Please note that this box will only populate once the Payment Status of the expense report is “Extracted for Payment.”

Payments which were expected, but not received should be addressed with Concur. Generally this is due to a bank account failure (name or account change), but could be caused by other issues that should be addressed with Concur support (866-793-4040).

Recalling ReportsAny report that has not yet been extracted for payment can be recalled, adjusted or corrected, and resubmitted. The Recall button is located just to the left of the Submit Report button on the main page of any expense report. Reports can be recalled by the user, or a Travel Team member proxying in as the user. In cases where the approving manager needs to be changed on a one-time basis, the report can be recalled, the manager changed in Concur, and then when the report is resubmitted, it will go to the new approving manager.

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