Session 3
Cards, Reconciliation,
& Anthony Travel
October 23, 2026
Concur Fall Learning Series
Today’s focus
Managing University Cards and Making the Most of Anthony Travel
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Managing �the Cards
T&E Card, �Ghost Card, �and PCard
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Reconciliation
Expense reports �and documentation
schedule
Outstanding �Transactions
Unresolved charges, �credits, and �follow-up
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Card Management �& Closure
New cards, �changes, and �closures
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Card-Specific �Issues
Fraud, personal �charges, and �common problems
Managing the Cards
T&E Card, Ghost Card, and PCard - know when to use each.
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T&E Card
$5,000 credit limit
per billing cycle
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Ghost Card
Direct Departmental Billing
No physical card issued
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PCard
$50,000 limit per billing cycle
($15,000 per transaction / supplier / day)
See the PCard vs. T&E Card Guide and the Payment Card and Restricted Items Matrix for the full list of allowable and restricted items.
Reconciliation: Close the Loop
Reconcile card charges in Concur to ensure timely, accurate reporting.
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1. Card Charge
Transaction posts�to Concur
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2. Expense Report
Allocate and add �required details
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3. Documentation
Attach itemized receipts �and supporting documents
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4. Approval
Route �for approval
Key �Reminders
T&E Card Charges: The Report Type Matters
The T&E Card is a Travel & Entertainment Card with a $5000 limit per billing cycle. Select the appropriate report type based on expense category:
flight
OPTION 01
Travel Expense Report
PRIMARY USE
Travel-related T&E Card charges
COVERED EXPENSES
groups
OPTION 02
Business Meeting / Entertainment Report
PRIMARY USE
Qualifying entertainment charges
COVERED EXPENSES
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Do not use Non-Travel Reimbursement or any other expense report type to clear T&E Card charges.
Expensing Card Transactions
Add card transactions to expense reports
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How to Find Them
Certain charges, such as PCard transactions, are automatically assigned to an expense report. T&E Card and Ghost Card transactions may also be automatically assigned if the feature is enabled.
Don't see a charge? If a transaction is missing from Available Expenses, search for it under Card Transactions.
CONCUR EXPENSE INTERFACE — AVAILABLE EXPENSES
Search Missing Charges
Viewing Transactions in Concur
Missing an expense?
serch
grous
filter_alt 1. Filter by Date & Year
Update Transaction date to All Year and select the year� the card charge took place.
assignment 2. Check Report Details
Expenses assigned to an expense report will note what� report it was used in.
Outstanding Transactions
Monitor and resolve outstanding card charges to keep your account current.
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How to find them
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Why it matters
Common situations
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Unreconciled charges
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Canceled or changed reservations
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Credits or refunds that have not posted
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Unused airline ticket credits
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Charges older than 30 days
U.S. Bank Access Online
View statements, monitor transactions, and verify card activity.
credit_card Access Your Statements
Register or sign in at U.S. Bank Access Online ↗
assignment_turned_in Review Card Activity
✓ Flag unfamiliar or potentially fraudulent charges
✓ Confirm refunds and credits have posted
✓ Verify charges imported into Concur
✓ Identify unreconciled expenses
Billing cycle ends on the 6th of each month.
Electronic statements are available online. Review card activity regularly—don't wait until the end of the billing cycle.
For T&E card requests submitted and approved prior to July 1st, 2023, submit a UR ticket for assistance on verification information needed to register with U.S. Bank Access Online.
Ghost Card: Changes, Cancellations & Credits
A changed or cancelled reservation does not automatically clear the transaction in Concur.
Reservation changed
Retain the revised itinerary and account for the original charge, additional charges, and any credits.
Reservation canceled – full refund
Verify that the refund posts and reconcile both the original charge and refund in Concur.
Reservation canceled – future travel credit
Document the unused ticket credit. The original University-paid expense still needs to be reconciled.
Reservation canceled – nonrefundable
Document the business reason for cancellation and the resulting cost.
Credit or refund has not posted
Follow up with Anthony Travel or the supplier and continue monitoring the transaction.
Pre-Trip Requests do not close automatically. If a trip is canceled or does not occur, manually cancel the Request in Concur.
Card Management & Closure
Submit requests and complete all required steps.
See the Closing/Canceling a University Card (PCard or T&E) guide for step-by-step instructions.
In iReport, use the Concur Approved Cards report to review and manage cardholders by department.
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Submit Request
Destroy Card
Reconcile
Remove Access
Verify Completion
Create a Concur request for the appropriate card type with an Expected Expense type Close/Cancel Card.
The destroyed card should be returned to the department’s FAO or Department Head.
Clear outstanding transactions and complete expense reports within 75 days from the UCPath termination date.
SAA removes cardholder access in EACS only after all Expense Reports are submitted to ensure Delegate completion.
Department verifies all steps are complete.
Reminder: New T&E Card Request Requirements
Before submitting a new card request in Concur complete the requirements.
Card-Specific Issues
Common problems and how to address them.
Common situation | Webpage Guidance |
I don’t recognize a charge | |
My card is lost, stolen, or �compromised | |
I accidentally made a personal purchase | |
A reservation was canceled or refunded | |
I’m missing a required receipt | |
My rental vehicle was damaged | |
My luggage is missing |
| Anthony Travel
Concur Fall
Learning Series
Travel Program Overview & Traveler Best Practices
UCR travelers can make every trip smoother with the right tools and support.
TRAVELER
CONCUR
AGENT SUPPORT
INTRODUCTIONS
2
UCR is supported by a dedicated agent and a broader Anthony Travel team
DENA’S TEAMS
Dena
Thompson
Supporting
agents
Kim Kraxberger
SEPARATE AFTER-HOURS TEAM
Kim Kraxberger
Dedicated Anthony Travel agent for UCR
Dena Thompson
Kim’s manager and a key support and escalation resource
Supporting agents on Dena’s teams
Provide backup coverage and additional expertise as needed
Separate after-hours team
Supports urgent travel emergencies outside normal business hours
Together, the team provides dedicated relationship support, backup coverage, and after-hours assistance.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
SESSION OVERVIEW
3
Three decisions make the biggest difference
01.
START WITH APPROVAL
Start with an approved Request ID
02.
CHOOSE THE PATH
Choose Concur or an agent based on the trip
03.
BOOK IN THE PROGRAM
Book through the managed travel program and keep documentation complete
Questions are welcome throughout — open discussion at the end.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
01 UNDERSTAND
4
Concur and Anthony Travel work together as one program
POLICY
UCR
Policies and approvals guide the booking process
+
TECHNOLOGY
Concur
Online booking and trip-management tool
+
EXPERTISE
Anthony Travel
Complex travel, disruptions, and specialized needs
=
RESULT
One program
Travelers benefit most when all parts work together
RESOURCES
Agents
Group Travel
After-hours support
Unused-ticket management
Maximize available airline credits
Booking through the managed program can reduce risk through airline-issued waivers and higher-level support with airlines and other suppliers.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
02 CHOOSE
5
Choose the booking path that fits the trip
What kind of
trip is this?
ROUTINE / SIMPLE
Domestic air, hotel, or rental car
COMPLEX / SPECIALIZED
International, group, or special needs
Book in Concur
Self-service for routine domestic air, hotel, and rental-car bookings
Contact an Anthony Travel agent
Added value for multi-city itineraries, unusual routing, and urgent changes
HAVE READY
Approved Request ID
Traveler details
Dates & destinations
Business purpose
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
03 COMPLY
6
Booking through Anthony Travel protects value, compliance, and visibility
Base
fare
Base
fare
Bags
Seat selection
Change fees
Disruption exposure
ADVERTISED
FARE
TOTAL
TRIP COST
SAVINGS
Contracted discounts and preferred supplier programs
COMPLIANCE
Supports Lowest Logical Airfare and policy compliance
VISIBILITY
Maintains traveler visibility and Duty of Care
FEWER RISKS
Reduces risks from separate tickets or multiple carriers
Compare the complete trip — not only the lowest advertised fare.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
03 COMPLY
7
Fare restrictions can create costs and disruption risk
SEATS
Seat selection may be limited
CHANGES
Changes may be restricted
BOARDING
Boarding priority may differ
CARRY-ON
Carry-on baggage may be limited
Weigh baggage, seat selection, change fees, schedule, and rebooking exposure.
FLY AMERICA
For federally funded international travel, understand when Fly America may apply.
Ask an agent when carrier eligibility, code-share, or an exception is unclear.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
03 COMPLY
8
Review the full cost of booking support
| Online booking (Concur) | Agent-assisted booking |
BEST FOR | Routine, lower-complexity trips | Complex, higher-risk, or specialized trips |
SERVICE FEE | May differ from agent-assisted — see current fee schedule | May differ from online — see current fee schedule |
WHAT YOU RECEIVE | Self-service booking within the managed program | Expertise, itinerary support, documentation, and assistance |
Managed support can reduce avoidable costs and administrative burden — match the method to the trip’s complexity and risk.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
04 TRAVEL SMOOTHLY
9
Hotels and disruptions require advance planning
HOTEL RESERVATION
RATE TERMS
Read before confirming
CANCEL BY
Deadline + penalty window
REFUNDABLE
Non-refundable = risk
FOLIO / RECEIPT
Traveler obtains
ALERT
ASSESS
REBOOK
CONFIRM
Repeat as conditions change
In-program bookings improve itinerary visibility during weather, cancellations, and schedule changes.
Travelers are responsible for hotel folios and receipts.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
04 TRAVEL SMOOTHLY
10
Use the right support channel at the right time
CHANNEL
USE FOR
WHEN
Routine support
Routine questions and non-urgent requests
Normal business hours
Agent support
International, complex, or specialized travel
When the trip needs expertise
Group Travel
Coordinated group movements
Engage early
After-hours
Same-day cancellations, missed connections, urgent rebooking
Urgent, time-sensitive emergencies only
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
04 TRAVEL SMOOTHLY
11
Proactive unused-ticket management protects available value
Trip changes
or cancels
Unused ticket
or credit
Review before
purchasing
Protect
available value
SIGNALS TO WATCH
Keep traveler profiles and contact information current
Monitor supplier and fare-product changes that affect cost and flexibility
Plan ahead when policies, schedules, or inventory change
Review unused tickets and available credits before purchasing new travel.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
WRAP-UP
12
Five actions support a smoother UCR travel experience
1
Get the approved Request ID before booking
2
Use Concur for routine travel; an agent for complex needs
3
Compare total trip cost and review fare restrictions
4
Book in the managed program for visibility and support
5
Keep receipts, folios, and traveler info current
Smooth, supported travel
KEY TAKEAWAY
Use the right resource, book through the program, and plan ahead.
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside
Questions & Discussion
UCR CONCUR FALL LEARNING SERIES
Anthony Travel | UC Riverside