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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Dear Entomology Department,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">The launch date for the new Concur travel will be July 25<sup>th</sup>, but we’ll still have iTravel as well until September 1<sup>st</sup>. More information will be coming
out through July but there are two important things to note:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt;line-height:105%;font-family:"Fira Sans",sans-serif">Pre-trip requests are mandatory and have to be done
<b>before travel is booked</b>. This is the opposite of how things have been done in iTravel , but it is going to be an important part of Concur. Here is some information about pre-trip requests:
<a href="https://impact23.ucr.edu/pre-trip-requests">https://impact23.ucr.edu/pre-trip-requests</a>. It will be very helpful to let me know if you have any upcoming trips so that we can be ready to start trips in Concur as soon as we’re able to.
<o:p></o:p></span></li><li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt;line-height:105%;font-family:"Fira Sans",sans-serif">If you currently use a T&E card you’re going to need to pay off any balances on the old one and apply for a new one after the launch date. Or you can apply for one if you haven’t
had one before: <a href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D514602%26UserMode%3D0">
T&E Card training</a> & <a href="https://impact23.ucr.edu/te-card-request">New Card info</a>. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Please let me know if you have any questions.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria",serif"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Ashley Hix (she/her)<o:p></o:p></span></b></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Travel Coordinator & Chair’s Assistant<o:p></o:p></span></i></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Office Phone: (951) 827-5192<i><o:p></o:p></i></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">E-mail:
</span><span style="font-size:12.0pt"><a href="mailto:ashley.hix@ucr.edu"><span style="font-family:"Fira Sans",sans-serif;color:#2E74B5">ashley.hix@ucr.edu</span></a></span><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Website:
</span><span style="font-size:12.0pt"><a href="https://entomology.ucr.edu/"><span style="font-family:"Fira Sans",sans-serif;color:#2E74B5">UCR Entomology Department</span></a></span><u><span style="font-size:12.0pt;color:#2E74B5">
</span></u><span style="font-size:12.0pt;font-family:"Segoe UI Emoji",sans-serif">🦗</span><u><span style="font-size:12.0pt;color:#2E74B5"><o:p></o:p></span></u></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif">Zoom:
</span><span style="font-size:12.0pt"><a href="https://ucr.zoom.us/j/8925639778"><span style="font-family:"Fira Sans",sans-serif;color:#2E74B5;background:white">https://ucr.zoom.us/j/8925639778</span></a></span><span style="font-size:12.0pt;background:white"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Fira Sans",sans-serif"><img border="0" width="322" height="42" style="width:3.35in;height:.4416in" id="Picture_x0020_2" src="cid:image002.jpg@01D8975A.8194C0D0"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria",serif"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-size:12.0pt">From:</span></b><span style="font-size:12.0pt"> Travel_users <travel_users-bounces@lists.ucr.edu>
<b>On Behalf Of </b>Bobbi A McCracken<br>
<b>Sent:</b> Tuesday, July 12, 2022 2:34 PM<br>
<b>To:</b> travel_users@lists.ucr.edu<br>
<b>Cc:</b> Impact23 <impact23@ucr.edu><br>
<b>Subject:</b> [Travel_users] New Concur Travel System is Launching on July 25!<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Dear iTravel Travelers, Travel Coordinators, and Travel Approvers,
<span style="color:#1F497D"><o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<h2 style="margin-bottom:12.0pt"><b><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif;color:windowtext">Concur Travel and Expense, UC Riverside’s new travel system, will deploy campus wide on July 25, 2022.</span></b><span style="font-size:12.0pt;line-height:105%"><br>
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</span><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif;color:windowtext">The Impact23 program is pleased to announce the deployment of the Concur Travel and Expense system in just a few short weeks. Concur is the first system
in the campus’ multi-year initiative, Impact23, to update many of our aging administrative systems. This milestone is more than eight months in the making and has involved participation from staff members and pilot departments across the campus. Concur is
successfully used by many UC campuses. </span><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif;color:black">As part of this transition, UC Riverside will leverage features available in Concur to reduce out-of-pocket expenses
and improve administrative efficiencies by upgrading the university’s US Bank Travel & Entertainment Card Program (T&E Card). The T&E Card program will transition from personal liability to a corporate-liability card program (details below).</span><span style="font-size:12.0pt;line-height:105%"><br>
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</span><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif;color:windowtext">To ensure a smooth transition for users, our Concur workgroup and our pilot departments processed various transactions to ensure a variety of scenarios
are flowing through the system as expected and enabled the project team to update guidance based on lessons learned during the pilot to more effectively roll out Concur to the campus. Instructor-led training and communications will continue, with Travel Arranger
</span><span style="font-size:12.0pt;line-height:105%"><a href="https://impact23.ucr.edu/concur-training-office-hours"><span style="font-family:"Calibri",sans-serif">training sessions</span></a></span><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif">
</span><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif;color:windowtext">available to provide UC Riverside faculty and staff with increased levels of support. Reference guides will be made available for Travelers and Approvers
when Concur deploys.</span><span style="font-size:12.0pt;line-height:105%"><br>
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</span><b><span style="font-size:12.0pt;line-height:105%;color:#003DA5">Important Reminders</span></b><span style="font-size:12.0pt;line-height:105%;font-family:"Calibri",sans-serif"><o:p></o:p></span></h2>
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<li class="MsoNormal" style="line-height:105%;mso-list:l0 level1 lfo2"><span style="font-size:12.0pt;line-height:105%">A transition period will be in effect to allow existing trips to be closed out in iTravel.<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="line-height:105%;mso-list:l0 level2 lfo2"><span style="font-size:12.0pt;line-height:105%">The iTravel system continues to be available until 9/1/2022 to process previously entered requests after Concur is deployed.<o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l0 level2 lfo2"><span style="font-size:12.0pt;line-height:105%">Upon go-live on 7/25/2022, all new travel requests and expense reports should be entered in Concur.
<o:p></o:p></span></li></ul>
<li class="MsoNormal" style="line-height:105%;mso-list:l0 level1 lfo2"><span style="font-size:12.0pt;line-height:105%">Departments should work with travelers to request new corporate T&E Cards as soon as Concur is deployed. Although current US Bank T&E Cards
(personal liability) will remain active after the Concur deployment, new purchases on the US Bank personal liability cards will be restricted on approximately 10/1/2022. This date will be communicated to existing cardholders.
<b><o:p></o:p></b></span></li></ul>
<h2><span style="font-size:12.0pt;line-height:105%"><br>
</span><b><span style="font-size:12.0pt;line-height:105%;color:#003DA5">What You Should Know<o:p></o:p></span></b></h2>
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<b><i><span style="font-family:"Calibri",sans-serif;color:windowtext">Who is Impacted?
</span></i></b><span style="font-family:"Calibri",sans-serif;color:#333333">All faculty, staff, students, and guests traveling on University business and individuals that support travelers on behalf of the university.
<a name="_Int_dNOMu3Tw">Everyone</a> who travels, has a T&E Card, or supports employee/non-employee travelers (students, guests) will need to interact with the new travel system. Please spread the word and make sure you are ready!
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<p class="MsoNormal"><b><i><span style="font-size:12.0pt">What are the most notable changes that will be implemented with Concur?<o:p></o:p></span></i></b></p>
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<li class="MsoNormal" style="color:#333333;line-height:105%;mso-list:l3 level1 lfo3">
<span style="font-size:12.0pt;line-height:105%">UC Riverside employees (or their delegate Travel Arranger) are expected to submit Pre-Trip Requests in Concur to estimate expenses a traveler may incur for all domestic and international travel and mileage-only
reimbursements. An approved pre-trip request is required before an expense report can be approved. This change is considered an industry best practice and has been effectively utilized by other UC campuses.
</span><span style="font-size:12.0pt;line-height:105%"><a href="https://impact23.ucr.edu/pre-trip-requests">Learn more about pre-trip requests.<span style="color:windowtext;text-decoration:none"><br>
</span></a></span><span style="font-size:12.0pt;line-height:105%"><o:p></o:p></span></li><li class="MsoNormal" style="color:#333333;line-height:105%;mso-list:l3 level1 lfo3">
<span style="font-size:12.0pt;line-height:105%">While Travel Arrangers can support the preparation of transactions in Concur, only employee travelers can electronically submit card requests, expense reports (travel reimbursements), and missing receipt declarations.<o:p></o:p></span></li></ul>
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<b><i>How do I apply for a new T&E Card? </i></b><span style="color:black">If you travel on behalf of the university, apply for the new corporate liability T&E Card:<o:p></o:p></span></span></p>
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<li class="MsoNormal" style="color:black;line-height:105%;mso-list:l2 level1 lfo4">
<span style="font-size:12.0pt;line-height:105%">Cardholders must complete the required online
</span><span style="font-size:12.0pt;line-height:105%"><a href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D514602%26UserMode%3D0">T&E Card training</a></span><span style="font-size:12.0pt;line-height:105%">
in UC Learning<o:p></o:p></span></li><li class="MsoNormal" style="color:black;line-height:105%;mso-list:l2 level1 lfo4">
<span style="font-size:12.0pt;line-height:105%">Acknowledge cardholder responsibilities<o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l2 level1 lfo4"><span style="font-size:12.0pt;line-height:105%;color:black">Initiate a new online application in Concur once the system is deployed</span><span style="font-size:12.0pt;line-height:105%"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:12.0pt"><a href="https://impact23.ucr.edu/te-card-request">See Travel & Entertainment Card Requests<span style="color:windowtext;text-decoration:none"><br>
</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="font-size:12.0pt">How can I prepare for Deployment?
</span></i></b><span style="font-size:12.0pt"><o:p></o:p></span></p>
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<li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo5"><span style="font-size:12.0pt;line-height:105%">Take
</span><span style="font-size:12.0pt;line-height:105%"><a href="https://uc.sumtotal.host/Core/pillarRedirect?relyingParty=LM&url=core%2Factivitydetails%2FViewActivityDetails%3FActivityId%3D514136%26UserMode%3D0">UCR Travel and Expense</a></span><span style="font-size:12.0pt;line-height:105%">
training and orient yourself with the </span><span style="font-size:12.0pt;line-height:105%"><a href="https://impact23.ucr.edu/travel-support">support options</a></span><span style="font-size:12.0pt;line-height:105%"><o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo5"><span style="font-size:12.0pt;line-height:105%">Once campus availability is announced, coordinate with your System Access Administrator (SAA) to provision appropriate roles in EACS for your
accountability structure<o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo5"><span style="font-size:12.0pt;line-height:105%">If you are a current T&E Card cardholder, complete the new corporate liability T&E Card training and pay off existing balances before applying
for a new card<o:p></o:p></span></li></ul>
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Keep an eye out for the official Concur Travel and Expense launch announcement, more information about office hours, and survey opportunities to inform Concur adoption, stabilization, and support efforts.<o:p></o:p></span></p>
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Sincerely,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Asirra Suguitan <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><span style="font-size:12.0pt">on behalf of the Impact23 Steering Committee<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><img border="0" width="250" height="77" style="width:2.6in;height:.8in" id="Picture_x0020_1" src="cid:image001.png@01D895F6.1EA6C910" alt="ucr-logo-email"></span><span style="font-size:12.0pt"><o:p></o:p></span></p>
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