Travel Expenses

Enter Travel Expenses

Note: In Concur Expenses, there’s a section called Available Receipts.  This is a collection of unfiled receipts that are sent here, either automatically (Uber receipts) or when uploading manually.  You must move them into a specific trip to be part of that trip’s reimbursement. 

  1. In Active Requests, find the specific request that’s been approved.  Click Expense under Action. 
  2. Report Header appears for Create New Expense Report.
  3. Review Report Header and enter any missing information.  Make sure Banner Activity Code YSAVOM flowed through from Request Header.
  4. Click Next (bottom right-hand corner).
  5. To claim meals at per diem rate, build itinerary via Travel Allowances window (in Details menu). Note, per diem meals aren’t reimbursable for a single-day trip. (Meals during a single-day trip are considered a taxable fringe benefit. Not worth it, but you can receive a "single day meal” via instructions.)
    • Create New Itinerary. If batching trips into one expense, Create New Itinerary for each separate trip.
    • New Itinerary Stop: Enter departure city, date, and time (make that up, since per diems are no longer based on times).  Arrival city, date, time.  Save.
    • Next Itinerary Stop: (same as above).  Save.
    • Next.
    • Next.
    • Grid will come up showing meals for each date. 
      • Exclude All button overrides what’s entered in detail, only affects Allowance amount (automatically calculated).
      • Automatic $5 for incidentals.
      • Travel day meals automatically calculated at the 75% IRS allowance.  (If that doesn’t seem like enough, then enter another meal to get to about the right amount.)
    • Create Expenses.
  6. Note Business Purpose in Additional Info box for each expense if not obvious.
  7. Hotel
    • Must itemize room rate, parking, and taxes (can group together).
    • If using per diem rate instead of actual amount paid:
      • Upload hotel receipt.
      • Recalculate tax: Use % tax of actual rate, applied to per diem rate. 
  8. Car rental
  9. Taxi/Uber/Lyft
  10. Checked baggage fee (Expense type = Airline Fee)
    • We’re allowed up to 15% tip.
    • No need to attach receipt to expense if < $75. Delete any receipts that are auto-uploaded once done with expensing.
  11. Hosted meals:
    • Alcohol portion – This is paid by Foundation instead of via Concur.  Put alcohol and related tax & tip on T&E.
    • Food portion – Calculate tip & tax on food only in Concur.
    • Add attendees by name.
  12. Mileage:
    • Use Mileage Calculator, then University of Oregon as originating point. (Just type University of Oregon, then tab to next field, and a UO address automatically pops up.)
    • In Additional Info box, state what the mileage was for (round-trip, hotel to meeting, etc.)
  13. Schedule:
    • Make PDF of calendar by day. Expense Type = Other Supporting Documentation.
    • If conference, add conference agenda, Expense Type = Conference Info & Agenda and click on Attach Receipt.
  14. When done adding all expenses, Submit Report (red box, upper right-hand corner).  Expense goes to Leeann to approve, then to UO Business Affairs to approve and pay.
  15. Print 2 copies of expense detail to enter into dept budget and for my own record.

Payment is Received

Once payment is received, you can open Concur request and click on Close/Inactivate Request button to remove it from view.  Otherwise, it will stay there until auto close 60 days after travel.