Concur is the University’s authoritative source of travel data. All Cash Advances and Expense Reports are created and approved for reimbursement in Concur. Once an expense report has been created, submitted, and fully approved in Concur, it is posted to IRIS via a nightly job. While Concur is the source of all travel expense reports, all travel expenses are paid through the IRIS AP Payment run. IRIS remains the University’s financial posting platform.
The expense report transactions may include a Cash Advance, UT Travel Card transactions, and/or Out of Pocket Expenses. The net result of the posting can be:
- The university owes the employee
- The employee owes the university
- The net result of zero (neither the university owes the employee nor the employee owes the university)
Reviewing Travel Postings in IRIS
The expense report will post with a document type of YT and document numbers will be in a 700xxxxxxx range. The IRIS transaction FB03 can be used to view the IRIS FI posted document of the Concur expense report. These postings will also be visible via the Electronic Ledger reconciliation process.
Each FI posted document will have attachments that include a detailed Expense Report PDF as well as an attachment for each receipt that is attached to an expense. Any attachments to the Concur Expense Report that are attached at the Expense Report Header level will not be imported and attached to the IRIS FI posted document.
The IRIS FI posted document can be tied back to the Concur Expense Report via the Report Key which is populated in Reference field and/or the Report ID which is populated in Ref.key(head)1 field. These fields are visible in the FI Document Header.
If the net result is the university owes the employee, the expense report will be processed and paid in the Accounts Payable Payment run and an email notification is generated and sent to the employee.
If the net result is the employee owes the university, two emails will be generated. One email will be sent to the employee to notify them that the amount owed the university will be deducted from the next payroll run depending on the timing of the current payroll processing schedule.
The second email will be sent to the Payroll Department notifying them of the employee and amount of payroll deduction that needs to be set up.
If the net result is zero (neither the university owes the employee nor the employee owes the university), the posted document will consist of the expenses that will post and be visible on the ledger.
Tracking IRIS Posting Status in Concur
There are three statuses in Concur that indicate the posting status of the Expense Report in IRIS. These statuses are Processing Payment, Sent for Payment, and Payment Confirmed. The Processing Payment status indicates that the Expense Report has been fully approved and is ready to be imported into IRIS for posting in the nightly run of the FI Posting job. This status is visible on the employee’s Expense landing page.
The Sent for Payment status indicates the Expense Report has been successfully imported and posted in IRIS. The Payment Confirmed status indicates the Expense Report has been successfully processed and paid through the IRIS AP Payment run. These statuses are visible on the employee Expense landing page by selecting the appropriate view in the dropdown list in Active Reports
To find the posted IRIS FI Document Number, click on the Expense Report name in the status of Sent for Payment or Payment Confirmed, click Report Details and click Audit Trail in the dropdown list.
If you have questions or need additional assistance utilizing the University’s travel system, please contact travel@tennessee.edu. For assistance with accessing or managing electronic ledgers or other IRIS functionality, please contact the IRIS Help Desk, irishelpdesk@tennessee.edu.