Categories
FAQ

Two New FAQs: Travel and Entertainment Savings and Reports

1) How does using Concur and CBT result in savings when there is a $26 fee when booking through CBT?

Under SMU’s previous travel management contract, the fee was $30 when the travel was booked through an agent.  Since airfare was typically paid using a central University credit card, it was easy to not notice the fee and just view the total charged for fares and fees.  The Concur system gives much more transparency to the fees by requiring the fees to be itemized when submitting travel reports.  During the RFP process to select a travel management partner, the fees proposed by all vendors were evaluated and CBT’s fee structure of $5 online/$26 agent assisted booking was the lowest cost option.  Most bookings under the previous system were made through an agent for the $30 fee.  Under Concur, approximately 60% of the tickets are being booked online at the lower online fee rate.  SMU is benefitting from the lower cost agent booking fee as well as the higher volume being booked online.

2) I am an org owner and need to be able to view travel requests and reports that I have previously approved for tracking purposes.  Can I view approved reports in Concur?

Yes, Concur keeps all reports.  Follow these steps to view prior reports: 

  • From the Concur homepage, select the “Approvals” option from the main menu. 
  • You will now see the options for “Approvals Home” “Requests” and “Reports”.  Select “Reports”. 
  • The default setting is Reports Pending your Approval.  Under that setting is a blue “View” drop down menu.  Select the drop down menu and you have the option to view reports submitted in the last month, quarter, year or all reports you have approved.

This same functionality is available under the “Requests” tab on the Approvals category.  This option would be an easy location to see what travel requests have been approved by you at a glance.

Some Concur users save all reports as a PDF file for their records.  Once you select a report, use the “Print/Email” drop down box and select SMU Detailed Report.  The report will generate and the standard options to PDF, Email or Print will be in the upper right corner.  The Show Itemizations option in the upper left corner provides budget detail with each transaction that could be a good reference in the future. 


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Categories
News

Quick Win: New Suggestion for Facilities Implemented Promptly

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A recent suggestion submitted to the OE2C website has resulted in an almost immediate response. While walking the Boulevard at a recent home football game, Associate Provost Julie Forrester noticed there were no lids on the recycling bins, making it difficult to tell which bins were for recycling and which were for trash.  

Without the telltale lid with a hole cut out for recycling bottles, cans and cups, the bins wound up with considerable trash mixed in with recyclable materials. Her simple suggestion: Place lids with holes on the recycling containers to make them more readily identifiable and place the recycling bin and the trash bin next to one another.  Her idea was shared with Facility Services, and they were able to implement it by the next home game. 

Although time will tell if there is an improvement in the amount of articles recycled, it’s a great first step!

Categories
News

Your Monthly Guide: OE2C News and Highlights

OE2CstockOE2C November News & Highlights

OIT Shared Services continues to take shape with a newly established Academic Technology Governance Council that will give faculty and academic units a direct voice in prioritizing academic computing projects and making recommendations for IT strategies that will benefit the University as a whole. The OE2C Office also addressed questions about Concur travel prices, special conference and hotel rates, and the difference between manager positions in the Office of Facilities Planning and Management.

A recent suggestion submitted to the OE2C website has resulted in an almost immediate response.  While walking the Boulevard at a recent home football game, Associate Provost Julie Forrester noticed there were no lids on the recycling bins, making it difficult to tell which bins were for recycling and which were for trash.  Without the telltale lid with a hole cut out for recycling bottles, cans and cups, the bins wound up with considerable trash mixed in with recyclable materials. Her simple suggestion: Place lids with holes on the recycling containers to make them more readily identifiable and place the recycling bin and the trash bin next to one another.  Her idea was shared with Facility Services, and they were able to implement it by the next home game.  Although time will tell if there is an improvement in the amount of articles recycled, it’s a great first step!

Featured News

OIT Shared Services Welcomes New Academic Technology Governance Council  

The new council of 14 members from across campus will serve as the primary steward of SMU’s academic technology strategy. Read more.

New FAQs

FAQ: What is the difference between a Facilities Manager, Zone Manager and Project Manager?

FAQ: What do I do if the conference I am attending has a special conference or hotel rate?

FAQ: I hear rumors that Concur’s travel prices are more expensive than ones we can find on our own. Do we have any evidence we’re getting a better deal with Concur?