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Finance reminders, deadlines for upcoming Winter Break

Dec. 14, 2016, 10:17 AM

In accordance with the university’s Winter Break schedule, Finance will be closed Dec. 23–Jan. 2. Purchasing and Payment Services will not be processing requisitions, invoices or check requests during this time. Please review the deadlines below to ensure your department’s business needs are met during the holiday period.

Check requests and invoices

Rush check requests and urgent invoices should be delivered to the Finance office, Suite 900, Baker Building, and signed in by 11 a.m. Wednesday, Dec. 21. Payments will be available on Thursday, Dec. 22. Check requests and invoices received after the 11 a.m. cutoff will be processed starting on Tuesday, Jan. 3. Please note that a check request or invoice will be  processed as a rush only if it is logged by the requestor at the Finance office.

Concur expense

The Concur expense team reminds expense report approvers to use the delegate function if they will be unable to approve expense reports during the holidays. Reimbursements may be delayed if expense reports remain in an ERA’s queue for more than 11 days. Please see the Concur training quick guide to assist with temporary delegation assignment. Emails to Concurexpense@vanderbilt.edu after Dec. 23 will be responded to beginning Tuesday, Jan. 3.

eProcurement

Time-sensitive or perishable eProcurement orders should be submitted by Monday, Dec. 19, to ensure they are processed prior to the holiday break. Note that shipping times may be longer than normal due to heavy holiday shipping volume.

The eProcurement application will be available during the holiday break. Requisitions submitted between Friday, Dec. 23, and Monday, Jan. 2, that require action by Purchasing Services will be processed starting on Tuesday, Jan. 3.

Payment cards

For declined transactions, lost or stolen cards, or other emergencies, contact U.S. Bank at 800-344-5696 (domestic) or 701-461-2010 (international—collect). The paymentcards@vanderbilt.edu email will be checked periodically during the holiday break.

Travel

VU travelers booking air, hotel and car reservations may use the Concur online booking tool anytime. World Travel Service agents can be reached during normal business hours at 877-271-9258. World Travel will be closed on Monday, Dec. 26, and Monday, Jan. 2. For after-hours needs or emergencies, call 865-777-1600. Emails to travel@vanderbilt.edu will be checked periodically during the holiday break.

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