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Concur Cutover to Unit4

Wednesday, April 12, 2017

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To:         All Concur Users

From:    Finance

Date:      Wednesday April 12, 2017

Subject: Concur and the Unit4 Financial System Implementation


What is happening?

As you may have heard, the University of Waterloo is implementing a new financial system, Unit4, effective May 1, 2017.  As a result, Concur will require modifications to support the new chart of accounts structure.

Requests for users and accounts to be added to Concur will not be processed in the last week before transition.  These activities will resume in May.

What does this mean to me?

Due to our fiscal year end, it is always important that claims are processed before April 30th so that the transaction is recorded in the appropriate year.

This year, there is the added complexity of the transition to Unit4.  As a result, all electronic claims must have been approved by the department and be in Finance for processing on or before April 30th.  In order to ensure adequate processing time, please endeavour to have claims submitted by April 24th.

Claims that are still in process on May 1 will be rejected and will need to be deleted and re-entered with the new account coding.

Concur will be blacked out from May 1st until on or about May 15th while the necessary configuration changes are effected in the system.  We will be translating current user defaults to the new coding structure as part of this transition.

If you will need a cash advance in May:

If you will need a cash advance in the month of May, ensure that they are requested and approved before April 30th to ensure they are processed before the blackout period.

For Previewers/Approvers

We ask that previewers/approvers make every effort to process claims as quickly and efficiently as possible as we approach April 30th as any claims not approved and in Finance by April 30th will need to be deleted and re-entered.

Pre-viewers/approvers should also pay special attention to the coding in the first months after the transition to Unit4 as people are still learning the new coding structure.  This review process will be particularly important during this period.

What if I have questions?

Questions regarding the transition can be directed to Unit4@uwaterloo.ca.

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