BITS AND BOBS NOVEMBER 2023
To: All GnoSticWall Team Members Worldwide –
A few Travel/Expense Tips/Reminders and Announcements (there is something in here for EVERYONE!
😊):
Please NOTE: This monthly email has simple reminders, details of new processes, deadline dates, etc., randomly throughout the year. If something is not reiterated monthly,
that does NOT mean the process has changed.
TRAILIANT TRAINING COURSES –
REMINDER – Everyone should have received an email from Traliant Administrator sometime in September. Please be sure to complete these courses
before the deadline date of January 15, 2024. If you have no idea what I am talking about, please reach out to your HR business partner or reply to this email.
BUSINESS PURPOSE / COMMENT BOX ON EXPENSE REPORT –
Please be sure you are utilizing the comment boxes within your expense report in Concur. The business purpose should be the reason for the expense. Please note just putting Travel
or Expense is not a proper Business Purpose. If more information is needed, please use the comment box at the bottom of the Expense Report. Please be sure to include your ET# if that is required.
CONCUR REQUEST –
Finance and Expense are working on a new Concur Module called REQUEST which is tentatively scheduled to go LIVE Dec. 4th. This will be for all groups that require Pre-Approval
for TRAVEL (Sales and Engineering) for budget purposes. You will submit a pre-approval request in Concur vs. the Expense Tracker.
PLEASE NOTE: ALL EOR’S AND ALL OTHER ENGINEERING BUDGET REQUESTS WILL STILL NEED TO FOLLOW THE CURRENT EXPENSE TRACKER PROCESS.
ITEMIZED RECEIPTS
– All expenses REQUIRE an itemized receipt from the vendor. Please do NOT attach a credit card statement as the receipt as standard practice. Please make sure you are reaching out
to the hotel/airline/restaurant, etc., for this receipt if you didn’t get one or forgot to grab it. Usually they have a way of emailing you a copy. Attached are examples of an itemized receipt for Taxi, Hotel, meal and flight.
TAXI RECEIPTS
– We are noticing a lot of Taxi/Lyft/Uber receipts with a Donation line being submitted for reimbursement. Please note the Donation is not a reimbursable expense. Please be sure to
remove that amount before submitting for reimbursement.
NATIONAL/ENTERPRISE RENTAL CAR
– Reminder that National and Enterprise Rental cars are GnoSticWall’s preferred rental car company. Add your Emerald Club number to your corporate booking tool for both Enterprise and
National. Be sure to reference our
Account Number
XZ232J0
when reserving your vehicle with Enterprise or National. Please note that when renting a car in the US for business, the employee does NOT need to take the insurance, as we are covered through USI under a corporate policy. If renting in other countries, please
remember to get the insurance in case of accident or incident. As always please reach out to Kelli Hawkins
khawkins@xxxxxxxxxxxxx immediately, if you do find yourself in a mishap with a rental car regardless of where you in the world you are.
GROUPING RECEIPTS
– Several employees continue to group receipts and totals on one line for meals and taxi’s. Please note each receipt needs its own line with description / date, etc. Please do not
put “Taxi while on trip” and one Taxi line totaling $360 with multiple receipts for multiple days or all meal receipts for a trip or even a day of meals on a single line – there is a daily limit for meals that is approved. Attendees need to be added, dates
need to be correct, etc. Otherwise in finance reporting, this shows up as one taxi ride totaling $360 and throws up an audit flag. Please let us know if you have any questions.
IT HARDWARE/SUBSCRIPTIONS
– Please be sure ALL IT Hardware requests are going through IT. Employees should no longer be purchasing and submitting for reimbursement items such as computers, etc. Please note
there will be some changes coming to how Subscriptions will be acquired / paid for in the near future. We will keep you posted. These too will need to go through IT.
HR EMPLOYEE RESOURCE CENTER –
Reminder to check
out the Internal HR Employee Resource Center (ERC)
here for all your HR needs when you get a chance. There are some great FAQ’s and examples under Expense…😊
As always, we remain available to help so please do not hesitate to reach out if you have any questions!
Regards,
GnoSticWall Travel and Expense Team
Kelli Hawkins
khawkins@xxxxxxxxxxxxx
Lindsay Stampfli
lstampfli@xxxxxxxxxxxxx
