Submitting Travel Reimbursements in Concur

Note: Make sure you have your personal cards set up in Concur (if not, follow this tutorial: Adding Your Card to Concur)

  • You need the card on the receipt/credit card statement to be the same card as one that exists in your account
  • This card / bank account will be where the money is reimbursed to

NOTE: If doing for Avram or other person, click here for “How to submit expense reports for another person”

1. Create Report

1. Create report

start_report

2. Select “Rutgers Non-Travel Expense Report”

report_type

3. Fill in purchasing codes like below, look in purchasing codes folder for Project.Task

(Password to this file is the Holmes Lab general password, ask RA if you don’t know it) Note: use comments to explain what the report is for

Copy & Paste:

  • Location: 2635 (Busch Staged Research Building, Piscataway)
  • Activity: 0000 (None)
  • RU Initiative: 000000 (None)
  • Project End Date: N/A or it will automatically input 06/30/2099

report_codes

4. Add expenses

For ‘what is reimbursable’, go to section 4.5 add_expense

-> Upload Receipt and it will auto-fill fields. Fill in the rest.

Note: Payment Type = “Out of Pocket”

new

Documentation & Receipt

  • A final original receipt/proof of payment must be provided for each expense
  • The supporting documents must indicate the date, individual’s name, amount paid, payment method, and last 4-digits of credit card (if paid by card)
  • If a receipt does not include all required information, a credit card statement must also be provided as proof of payment (unrelated information may be redacted)
  • For lodging, the hotel folio (received upon checkout) with itemized charges and $0 balance must be provided
  • A Lost Receipt Certification Form must be completed for any missing receipts
  • If a receipt indicates another individual’s name, the employee requesting reimbursement must obtain a memo from the person named on the receipt authorizing reimbursement to the employee