Submitting Travel Reimbursements in Concur

Table of Contents

  1. Submitting Travel Reimbursements in Concur
    1. 1. Fill in trip information
    2. 2. Add per-diem expenses
    3. 3. Add expenses
    4. 4. Add lodging expenses
    5. 5. Adding car mileage
    6. 6 Adding flights

Date: April 28, 2025 1:12 PM

Notes: Warning

1. Fill in trip information

  1. Create request
    start_report.png
  2. Click “create from an approved request” and LINK it to your pre-travel request create_from_approved.png

    (Password to this file is the Holmes Lab general password, ask RA if you don’t know it) image.png

2. Add per-diem expenses

Fill in destinations (if not autofilled from your pre-travel request) image.png

  • If your report is still missing a travel allowance, you can add it here: travel_allowance.png

Select meals to EXCLUDE from reimbursement – ie what days, if any, meals were provided FREE to you by the conference/seminar, and you would like to NOT ask for reimbursement (if not autofilled from your pre-travel request)

  • Breakfast is 20% of daily per-diem amount, lunch is 40% and dinner is 40%. image.png

3. Add expenses

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

Fill in all fields

For specific item examples, go to that section (hotel/lodging, mileage, airfare)

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

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4. Add lodging expenses

  • Make sure to upload an itemized receipt for lodging, so that the different expenses (nightly room cost, taxes, any room charge, etc) are all listed in separate lines (more info
  • If your hotel vendor is not an option in the ‘Vendor’ list, contact your lab manager or University Procurement Services
    1. Itemizing receipts

  • Add room and taxes image.png

  • If you have other line items other than room rate and taxes (for example: valet/car parking, wifi payment, etc.), add it in a new itemization by clicking “Save and Add Another” & selecting a new “Expense Type” image.png

5. Adding car mileage

  1. Select type of mileage:
    • Local = driving around within conference area
    • Mileage in-lieu of Air = driving instead of flying to destination
    • Travel Mileage = Travel between destinations

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b. Add in your general information

c. Select “Mileage Calculator”

  1. Add in your destinations/addresses. This will calculate mileage for you
  2. Select ‘Make Round Trip’ if you went there & back
  3. Then press ‘Add Mileage to Expense’

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6 Adding flights

  • If you’ve done a ‘Pre-Travel Request’ for this trip including airfare, your flight should be in the system, and you then add it to your expense report
  • Even though Rutgers already paid for it, they still want you to add it to a report, so make sure its linked to your report and shows up as an expense. If it’s not linked, you can add it as an expense, listing cost and a screenshot of your booking. Concur just won’t reimburse you for it since it was paid by Rutgers already
  • NOTE: For overnight travel, reimbursement may generally be provided for up to one day before and one day after the start/end of the conference.
  • Any additional costs resulting from combining personal travel with University business travel are the responsibility of the traveler. If extending travel for a non-business reason (on either the front or back end), a comparison transportation quote is required to confirm if any additional cost was incurred. Contact UPS for further details (contact info below).