Purchase Card Solution

What are we trying to achieve?

Concur is a digital expense management system that streamlines manual purchase card acquittal and approval processes. ANU will be implementing Concur for all purchase card transactions, reimbursements and cash advances for staff, students and Visiting and Honorary Appointments (VaHAs). The switch to Concur reduces the administrative burden on staff, while facilitating enhanced functionality to support all purchase card holders and their supervisors.

How will it improve our services?

Concur reduces duplication of effort and provides extensive digital support features to enhance the user experience of every ANU purchase card holder and approver. Among these features, the new expense management system will include:

  • Mobility
    • Expense claims and approvals can be submitted on the go in the Concur desktop or mobile app
  • Automated, paperless expense system
    • Use apps for invoice scanning, review and approval
    • Automatic data population from receipt photos by Concur
    • Simple drop-down menus for usability (‘frequently used’)
  • Reduced administrative burden and quicker submit-to-pay cycle time
    • Invoices not required for expenses below $82.50
    • e.g. Twitter reduced their cycle from 26 days to 9.5 days
  • Removal of process duplication and manual data entry
  • Built-in business rules to help prevent error and fraud

The University is also updating and consolidating its relevant finance and information technology policies and procedures as it transitions to Concur. This will provide consistency and clarity across the appropriate reporting and processes.

What's involved?

Concur will be launched for purchase cards by the last week of May, to be followed by reimbursements and cash advances by quarter 3 2017.

PROJECT PHASE

DATE (QUARTERS)

Procurement

Q4 2016

Planning and design

Q1 2017

Configure and test

Q2 2017

Deploy Phase 1: Concur expense system for purchase cards

Last week May 2017

Deploy Phase 2: Concur for reimbursements

Q3 2017

Deploy Phase 3: Concur for cash advances, students and VaHAs

Q3 2017

Communications and Training

The University has planned an extensive communications and training plan to facilitate education, useability and uptake of Concur. Users can expect to receive detailed communications regarding the project directly from end Mach. Training will be delivered online, face-to-face and at drop-in sessions around campus. A short summary of the communications and training plan is downloadable from the ‘Project Documents’ box on this page. Enquiries into communications and training can be made to the project’s Communications and Training Manager at project.concur@anu.edu.au 

Highlight news

15 Mar 2017

Purchase Card project - how to get involved and stay up to date »

Formal engagement commenced 1 March As configuration continues for the new Concur purchase card expense system, the project team is looking forward...
14 Feb 2017

Improving the Purchase Card Experience »

As we get closer to releasing the new purchase card and expense management system, we will soon be commencing a university wide engagement program to...
19 Jan 2017

Planning underway for implementation of expense management system »

As we kick off the new year, work has recommenced on preparing the new online expense management system and prioritising what work needs to be done...
13 Dec 2016

New Purchase Card & Expense System – Expressions of Interest for Reference Group Participation »

Since the signing of the Contract with Concur in October, it has been a busy month gathering business requirements and commencing work on the initial...
11 Nov 2016

Concur announced as the new Purchase Card Expense Management Solution »

The Division of Finance and Business Services have announced the selection of Concur as the new provider of the university's Purchase Card and...
13 Sep 2016

Purchase Card and Expense Management »

The project is now well underway to source and rollout a new Purchase Card and Expense Management System for the ANU community. Progress is being...
12 Aug 2016

Review of purchase card solution complete »

The Deloitte review is now complete and will help inform the selection of a future purchase card solution. Following the decision, the project...