Columbia University Finance Training Training Guide .

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Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and RemindersThis training guide summarizes the Travel and Expense related notification and reminder emails you may receivefrom Concur and World Travel Inc. (WTI) and provides details regarding those that you have the ability toenable/disable.Concur Request and Expense Notifications and RemindersConcur Expense and Request NotificationsYou can enable or disable Notifications by updating you Profile Settings. You will receive notifications via email fromConcur (AutoNotification@Concursolutions.com). Please note that Columbia is not able to configure the conditions,frequency or content of these notifications. The table below summarize these notifications and when you will receivethem:Automated Notification NameReceived ByCondition and FrequencyReport Status ChangePayeeApprovals (All), Returns and PaymentReport Awaiting ApprovalApproverUpon submission for Approval (onetime)Travel Request Status ChangePayeeApprovals and ReturnsTravel Request Awaiting ApprovalApproverUpon submission for Approval (onetime)Add BTA / Corporate CardTransactions to ReportCardholder / Profiled Traveler (BTA)Nightly receipt of daily activitySetting Automated Notification Preferences for Requests and Expenses1. Log into Concur from the Travel and Expense Portal.2. Enter your UNI and Password and click Login. Your Concur dashboard appears.August, 2020

Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and Reminders3. Click Profile on the top right of your screen and click Profile Settings. The Profile page appears with links tonavigate to Profile Settings.4. Click Request Preferences.You can adjust your preferences for Send email when.5. Click Expense Preferences.You can adjust your preferences for Send email when.Page 2

Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and RemindersExpense and Request RemindersYou will receive Reminders from Procurement Services (EmailReminderService@concursolutions.com), which cannotbe disabled. The tables below summarize these reminders and when you will receive them:Request RemindersReminderRequest is Ready forReview and SubmissionActionYou will receive a reminderif a Request prepared byyour Delegate is ready foryour review and submission.You will receive a reminderUnused Travel / Cashif you have an unused cashAdvance Balanceadvance issued greater than90 days ago.Outstanding Non-Travel / You will receive a reminderif you have an unreconciledCash Advancecash advance issued greaterthan 60 days from end dateof expenseYou will receive a reminderOutstanding Travel /if you have an unreconciledCash Advancecash advance issued greaterthan 60 days from trip enddate.You will receive a reminderApproved Non-TravelRequest without Expense to create your expensereport if the report hasn'tReportbeen started within 10 daysfrom end date of theexpense.Approved Travel Request You will receive a reminderto create your expensewithout Expense Reportreport if the report hasn'tbeen started within 10 daysof the trip end date.The Approver will receive aPending RequestApprovals (without Cash reminder if the requestremains unapproved for 7Advance)days.The Approver will receive aPending Requestreminder if the cash advanceApprovals (with Cashrequest remains unapprovedAdvance)for 3 days.Initial TimingWhen your Delegate clicksReady for Review or SubmitRequestFrequencyOnce when condition is met90 days from cash advanceissuance1st of each month60 days after end date ofexpenseOnce when condition is met60 days after trip end dateOnce when condition is met10 days after end date ofexpenseOnce when condition is met10 days after trip end dateOnce when condition is met7 days from Request entryDate into approval queueWeekly 7 day rolling period3 days from Request entryDate into approval queueDaily (weekdays only)Page 3

Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and RemindersExpense RemindersReminderExpense Report is Readyfor Review andSubmissionUnsubmitted ExpenseReportsUnsubmitted ExpenseReportsUnreconciled CorporateCard or ColumbiaAir/Rail Central PayTransactionsOutstanding CorporateCard or ColumbiaAir/Rail Central PayTransactionsPending Expense ReportApprovalsActionYou will receive a reminderif an Expense Reportprepared by your Delegate isready for your review andsubmission.You will receive a reminderfor any unsubmitted expensereports greater than 30 days.You will receive a reminderfor any unsubmitted expensereports greater than 90 days.The Email will includeimputed income and 365day limit advisement.Your Supervisor will becopied on the email.You will receive a reminderfor unassigned orunsubmitted Corporate Cardor Columbia Air/RailCentral Pay transactions thatare less than 60 days old.You will receive a reminderof unassigned orunsubmitted Corporate Cardor Columbia Air/RailCentral Pay transactions thatare over 60 days old.Your Supervisor will becopied on the emailThe Approver receives areminder if the reportremains unapproved for 7days.Initial TimingWhen your Delegate clicksReady for Review or SubmitReportFrequencyOnce when condition is met30 days from report creationdateAt 30 days and 60 days90 days from report creationdateEvery 30 days up to 365days24th of the month24th of each month60 days from cardtransaction posted dateEvery 7 days7 days from report entrydate into approval queueSpecific days of month: 7th,14th, 21st, and 28th of themonthPage 4

Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and RemindersTravel AlertsWhen you book and purchase travel through Concur Travel or World Travel, Inc. (WTI), you will receive alerts, eitherby email or text message, regarding your trip status, such as flight changes. You will also receive reminders on theexpiration date of your credit cards and passport indicated in your Concur Profile. Some types of alerts require you toopt in or provide you the opportunity to opt out, while you will receive other types of alerts that offer no option to optout. The below summarizes the different alert messages you will receive along with their opt-out availability.For issues with opt-in, opt-out, changing preferences, or not receiving email notifications, contact the WTI OnlineHelpdesk Monday – Friday 8AM – 8PM at 800-221-4730 or via email at OnlineHelp@worldtravelinc.com.Travel Alerts that Allow You to Opt-OutAlertFlightAlertsAlert ContentFlightAlerts containinformation aboutflight reservation(s).Notifications include:gate assignments,departure and arrivaldelays, connectionproblems, diversions,cancellations, andbaggage claiminformation.TripAlertsTripAlerts containinformation aboutevents that affecttravel in a destinationcity specific to yourtrip. Notificationsinclude: plannedstrikes, weatherevents, health andenvironmentaloutbreaks, and civilunrest.Text to Travel allowsyou to connect with atravel consultant viatext when you are onthe go, have animmediate needduring your travel, orneed to make achange to anupcoming reservation,and are unable tomake a phone call.Text to TravelOpt-InIf you booked areservation with WTI,you will be sent anotification fromFlightAlerts@worldtravelinc.com asking ifyou want to opt-in.You must click theRegister Here linkwithin the email toregister in order toenroll. To enroll, youwill need to use youremail address andcreate a password.You are automaticallyenrolled in TripAlertswhen you book areservation throughWTI.Opt-OutLogin tohttps://www.flightstats.com/ta/Login/login.do using the emailaddress you used toregister. Uncheck thebox next to sendalerts then clickupdate profile.Setting PreferencesLogin tohttps://www.flightstats.com/ta/Login/login.do using the emailaddress and passwordyou used to register.You can change howFlightAlerts aredelivered.Click the link at thebottom of a TripAlertemail. ClickUnsubscribe for theemail status setting.If you booked areservation with WTI,you will be sent anEmail asking if youwant to Enroll to Textto Travel. Click theEnroll link in theemail to enroll. Youwill continue toreceive this emaileach time you book areservation until youeither Enroll or optout.In the notificationasking if you want toopt-out to Text toTravel, click theEnroll link for theoption to opt-out. Youwill continue toreceive this emaileach time you book areservation until youeither Enroll or optout.You can change thetype of alerts youreceive for a trip byclicking on the link atthe bottom of aTripAlert email.Locate the appropriatetrip criteria using yourconfirmation numberand click the pencilicon associated withthe trip criteria.For question on Textto Travel, pleaseemail:text@worldtravelinc.com.Page 5

Columbia University Finance TrainingTraining Guide: Managing Concur Notifications and RemindersTravel Alerts that Do Not Allow You to Opt-OutAlertWaiverAlertsAlert ContentWaiverAlerts notify you when an airline waiverhas been issued that impacts your reservations.Schedule Changes MajorYou will receive notifications when there is amajor change to your schedule, which includes: Missed ConnectionsDeparture City or Arrival City Change Departure or Arrival Time Change morethan 25 minutes Change to the Operating CarrierGetting HelpFor assistance with a Waiver Alert follow theinstructions provided within the body of theemail to contact a Columbia Universitydesignated Travel CounselorFor assistance with a Schedule Change followthe instructions provided within the body of theemail to contact a Columbia Universitydesignated Travel Counselor Schedule Changes MinorCredit CardExpirationPassport ExpirationThe number of old and new segments donot matchYou will receive notifications when there is aminor change to your schedule, which includes: Flight Number Change Class of Service Change Departure or Arrival Time Change lessthan 25 minutesFor assistance with a Schedule Change followthe instructions provided within the body of theemail to contact a Columbia Universitydesignated Travel CounselorYou will receive a notification 14 days prior tothe expiration of the credit card listed in yourProfile reminding you to update thisinformation.You will receive notifications 9 months, 6months, 3 months, and 1 month prior to theexpiration of the passport listed in your Profilereminding you to update this information.Contact the Online Helpdesk Monday – Friday8AM – 8PM at 800-221-4730 oronlinehelp@worldtravelinc.com for assistanceupdating your credit card numberContact the Online Helpdesk Monday – Friday8AM – 8PM at 800-221-4730 oronlinehelp@worldtravelinc.com for assistanceupdating your passport numberGetting HelpPlease contact the Finance Service service-centerYou can log an incident or request a service via Service Nowhttps://columbia.service-now.comPage 6

Columbia University Finance Training Training Guide: Managing Concur Notifications and Reminders August, 2020 This training guide summarizes the Travel and Expense related notification and reminder emails you may receive from Concur and World Travel Inc. (WTI) and provides details reg

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