Attendee Tracking for the Sunshine Act

The client lunch: a few appetizers, maybe a salad, most likely the pasta dish, and a lot of conversation about your shared business. How are things going? What will the future hold? And after all is said and done, the receipt comes and is quickly swept up for the expense report. From there, it’s just a matter of recording who went, how much was spent, and stating the business purpose. The IRS has its requirements, which are pretty uniform and easily met. But if it’s a physician being taken to lunch, the reporting needs for that lunch—and other expenses—have changed dramatically.

We’ve heard from a number of customers that one of their greatest concerns about the Sunshine Act (also known as the Physician Payment Sunshine Provisions of the Patient Protection and Affordable Care Act [H.R. 3590, Section 6002]) is making sure they’re collecting the right information. So, how can you be sure to track the right information?

First, the Federal government is still making its final decisions on exactly what kind of information needs to be tracked. But when the reporting needs kick in on January 1, 2012, hopefully many of the questions that have been up in the air will get answered. As the process remains evolving and open-ended, Concur is committed to capturing the data that these industries will need for both state and federal reports. Until then, there are some pieces of known expectations for this reporting.

What is required?

  • The name and business address of the recipient; and, if the recipient is a physician, his or her specialty and National Provider Identifier
  • The amount and date of the payment or transfer
  • A description of the form or nature of the payment or transfer
  • Whether the payment or transfer is related to marketing, education, or research specific to a product (and the name of the product, if applicable)
  • Any other categories of information the Secretary of Health and Human Services determines appropriate

Attendee Tracking from Concur

The Attendee Tracking capabilities from Concur can help the pharmaceutical and medical supply industries with this level of detailed reporting. Attendee Tracking allows employees to record attendees that have received money or benefit above $10.

It also gives companies the ability to report on attendee spend based on

  • cost per attendee
  • total accumulated cost over designated time periods (typically annually) for that attendee
  • total accumulated cost over designated time periods by company

Different groups of employees can see a restricted set of attendee types. And available attendee types can be limited for a specific group. A specific group will be able to see an expanded list of attendee types.



Attendee Groups allow the user to manage favorite attendees as a group and to easily add the collection of attendees to expenses

  • Create, edit, and delete groups
  • Attach groups to expenses
  • Send a copy of one or more groups to another user

Plus, companies can build reports based on attendee summaries, attendee spend by employee, attendee spend by health care provider, and more. With Concur's mobile app, users also have the ability to track attendees on the go. They can easily search, select and view attendees from their smartphones.



As it is, of all the transactions between physicians and the medical and pharmaceutical industry, 80% come from travel and entertainment expenses. In other words, there are a lot of little transactions that need to be accounted for and with heavy fines in place, getting this reporting done right is paramount. Attendee tracking will help.

For more information on Attendee Tracking and other features from Concur that will help with the reporting needs of the Sunshine Act, ask your account or sales representative.


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