Frequently Asked Questions

FINANCE

CORPORATE CREDIT CARD

Q: What is the website to log in to my company credit card?
A:  Visit the Concur Web Site to check the balance of your company credit card, upload receipts, code & reconcile monthly purchases. You can watch the Concur training videos on CORE HERE. 

Check out these additional helpful links:

• Centuri Company Charge Card & Travel Policy
• Concur New User – First Sign In
• Signing into Concur on a Mobile Device
• Adding Personal Miles to Expense Report
• Concur Attendees Process
• Itemizing Expenses
• Creating and Submitting Expense Reports

ARCHIVES

Q: Who is in charge of record retention?
A: Ann Voong

Q: What is the process for sending archives to Cherry Hill?
A:  Click on this link for complete details 

If this process is not followed, you will  be required to come down to the Cherry Hill office to fix them. If you have any questions regarding this procedure you can contact  docretention@riggsdistler.com 

CHECKS

Q: I need payment ASAP, what do I do?
A: In instances where immediate payment is required (i.e., claims, permits, damages, registrations), a  Check Request Form would need to be completed and submitted to AP.

Q: Where should Check Requests be sent?
A: To ensure an accelerated turnaround, all check requests should come to the AP Team comprised of Rita Greenfield, Shannon May and Maria Byrne. Anticipated turnaround is typically 24 hours. (Note: # Vendors, A-F go to Rita, G – O to Maria and P – Z  go to Shannon)

INVOICES-ACCOUNTS RECEIVABLE

Q: How do I submit Accounts Receivable invoices?
A: In order to streamline AR invoice processing as the company continues to grow and to facilitate working remotely during the COVID-19 response, we’ve created a new email address for Accounts Receivable, AR@riggsdistler.com.  This email address can also be found in the global address book. Effective immediately, please submit ALL AR invoices using this address.  When emailing to AR@riggsdistler.com there is no need to copy other accounting staff members.  All invoices must have requisite approvals prior to submission, including dual authorization if intercompany invoices. 

INVOICES-ACCOUNTS PAYABLE

Q: What should be done if an invoice has sales tax added that should be removed or if an invoice does not have sales tax but needs to be accrued?
A: The invoice should be rejected with a note that the PM will contact their vendor to remove the sales tax with the proper tax exempt certification to be provided by the project manager. Should sales tax need to be accrued, the invoice can be rejected with a note to add the sales tax and to resend to the proper coder.

Q: How long does it take for an invoice to be prepared and sent to the proper channels?
A: While preparation of an invoice is not immediate, it should be in your dashboard within a few days upon receipt of invoice.

Q: What should I do if I receive a hard copy of an invoice?
A: The most efficient solution would be to email a copy of the invoice to AP@RiggsDistler.com and you should receive it in your dashboard within a few days. If you prefer to hard-code the invoice, send it hard-coded and approved to AP@Riggsdistler.com.

REIMBURSEMENTS

Q: How do I get reimbursed for covered expenses?
A: Expense Form – 2024

Instructions:

• Fill out one expense form per project.
• Provide all receipts.
  • Any receipts smaller than 8 ½” must be taped (not stapled) to an 8 ½” plain sheet of paper
• Provide employee name and number (can be found on your paystub), project number, cost type, cost code and if it’s billable/non-billable.
•  Both employees’ and supervisor’s signature are required.
  • All expense reports must be signed in the “office only” section by an approving supervisor.

Q: Where should expense reports be sent?
A: Expense reports can be sent via electronically to the AP Team comprised of Rita Greenfield, Shannon May and Maria Byrne. This is assuming the expense report has been properly coded, all applicable receipts have been included and proper authorizing signatures have been obtained.

VENDORS

Q: What is the process for setting up a new vendor?
A: We ask that vendors complete a W9 and a Vendor Information Form (2021) which states our terms of 45 days.  

Q: When I have a new vendor who has completed the necessary forms (W9 and Vendor Information Form) where should they be sent? How about credit applications?
A: The completed forms should be emailed to the AP team comprised of Rita Greenfield, Shannon May and Maria Byrne.  Credit applications can be e-mailed to Steve Thomas for completion.