Overview
- This KBA will demonstrate how to request a travel wire on an Expense Report in Concur for either a prepayment to a foreign supplier or a reimbursement to a foreign traveler
Critical Concepts
- Employees should use their Travel & Entertainment Card and reconcile in Concur for all trip-related payments and advances
- This is specific to Travel Wire Transfers (Foreign) - one payment method in the Travel Expense reconciliation process
- Use a wire only if there is no other option, e.g., reimbursing a non-employee traveler who resides overseas
- Reference the Travel Expense Report KBA for more comprehensive information on reconciling travel expenses on a Concur Expense Report
- It is recommended to read and understand Travel Policy and requirements for travel wires, reference the Travel: Request a Wire Blink page for more information
- Be aware that sending a wire has inherent risks and is costly, ensure all data is accurate
Pre-Requisite Steps to Take
- Travel Requests (preauthorization) are required to authorize Business Purpose and Funding Source in advance of travel
- Once the trip is preauthorized, ensure the foreign Payee is registered via Payment Compass and has been set up as a Supplier
- Then complete the Travel Wire Transfer Payment Form (PDF) where you will provide the Payee/Supplier ID # available after the Payee is set up in Payment Compass
- In Concur, you will also need to create a Travel Expense Report and link it to the Approved Travel Request, for instructions, please review the KBA on How to Create a Travel Expense Report in Concur
- Once you have completed the prerequisite steps, you may continue with this guide on how to submit the Travel Wire Transfer Request on a Concur Expense Report
Steps to Take
Prepayments by Wire
- If a foreign wire transfer is needed in advance of travel, you would submit the wire prepayment on a Travel Expense Report in Concur
- For trips requiring payment(s) in advance of travel, you would be submitting multiple Expense Reports, i.e. Expense Report(s) with prepayment(s) and the last Expense Report which serves as Final Reconciliation after the trip occurs
- After you've completed the prerequisite steps listed above, log in to Concur
2. Select Expenses
3. Open the applicable Expense Report in Concur to add the expense to be wired
4. Within the Travel Expense Report, add the Travel Expense Type that is related to the wire prepayment
a. For instance, if a wire payment needs to be issued to a foreign entity for registration, you would select the Concur Expense Type: Seminar/Conference Registration
5. In the Details section of the Expense, complete the form fields, to denote that this is a payment by wire, please be sure to do the following:
a. For Payment Type, select Payment to Payee (Non-employee) - Wire
b. Select the appropriate foreign supplier for the fields:
1.Payee (Non-employee) #/Name
2. Payee (Non-employee) Address
c. Attach the invoice to the Expense
d. Click on Save and Add Another Expense to add the Travel Wire Form
e. Clicking Save Expense is acceptable as well and would simply take you back to the open view of the Expense Report, where you can click on Add Expense and Create New Expense
Adding the Travel Wire Payments Form
1. To add the completed Travel Wire form, select the Expense Type: Wire Payments Form
2. In the Comment field, enter the Business Purpose for the wire payment and attach the completed Travel Wire Transfer Payments Form
3. Select Attach Receipt Image to attach form
4. Then click Save Expense
Submitting the Travel Wire-Expense Report
- Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report
- The Travel Expense Report with the wire prepayment will enter the Approval Flow to be reviewed by the appropriate Approvers
- The Travel & Expense (T&E) team will review for proper completion and submit to Payment Services to process the wire payment
- Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details
- For all payments made in advance of travel, including wire prepayments, you must claim the total amount of prepayments/advances, in USD, as University Prepaid (Payment Type) on the final Travel Expense Report, Final Reconciliation
Traveler Reimbursement by Wire (Final Reconciliation)
- For reimbursement to a Non-Employee Traveler, you would claim all applicable travel expenses to the Expense Report per the respective process in Concur
- The key point is that for all reimbursable expenses specific to a Non-Employee Traveler who resides overseas, you must ensure proper selection of the Non-Employee Foreign Traveler (payee) and Wire Payment Type
1. After you've completed the Prerequisite Steps listed at the top of article, log into Concur
2. Open the applicable Expense Report
3. In the Travel Expense Report, add all Expenses for Final Reconciliation of the trip including: e.g. University Prepaid, UCSD CTS Airfare expenses, Traveler Paid/out-of-pocket expenses
4. For expenses to be reimbursed by wire, add the Travel Expense Type that is related to the wire reimbursement, e.g. Meals & Incidentals, Taxi, etc.
5. In the Details section of the Expense, complete the form fields
6. To denote that this is a Payment by Wire, please be sure to do the following:
7. For Payment Type, select Payment to Payee (Non-employee) - Wire
8. Select the appropriate foreign Supplier for the fields:
a. Payee (Non-employee) #/Name
b. Payee (Non-employee) Address
9. Attach the receipt(s) to the expense, select Add Receipt Image
10. Click on Save and Add Another Expense
a. Clicking Save Expense is acceptable as well and would simply take you back to the open view of the Expense Report, where you can click on Add Expense and Create New Expense
11. Repeat these steps for all applicable expenses being reimbursed by wire to the foreign traveler or proceed to adding the Travel Wire Form
Adding the Travel Wire Payments Form
1. To add the Travel Wire form, select the Expense Type: Wire Payments Form
2. In the Comments section, provide the Business Purpose for the wire payment and select the Attach Receipt Image box, to attach the completed Travel Wire Transfer Payments Form
3. Click Save Expense
Submitting the Travel Wire-Expense Report
- Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report
- Please refer back to the aforementioned Knowledge Base Article for further guidance on submitting the Expense Report
- The Travel Expense Report will enter the Approval Flow to be reviewed by the appropriate approvers
- The Travel & Expense (T&E) team will review for proper completion and submit to Payment Services to process the wire payment
- Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details