Overview
This article demonstrates 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.
Prerequisites
- A Travel Request is the equivalent to pre-authorization required for UCSD business travel
- Once the Travel Request is approved, ensure the foreign Payee is registered via PaymentWorks and has been set up as a Supplier.
- In Concur, you will also need to create a Travel Expense Report and link it to the approved Travel Request, for instructions, please refer to KB0032014: How to Create a Travel Expense Report in Concur.
- Then complete the Travel Wire Transfer Payment Form (PDF) where you will provide the Payee/Supplier ID #, which is available after the Payee is set up in PaymentWorks.
- To look up a PaymentWorks registration, use the Supplier Inquiry Report.
- 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.
Essential Information
- Payment by wire transfer is one payment method in the Travel Expense reconciliation process.
- This KBA is specific to Non-employee travelers that have a foreign bank account and when no other option can be used (i.e. ACH, Check, etc)
- For Employee travelers, the Travel & Entertainment Card should be used and reconciled in Concur for all trip-related payments and advances.
- Reference KB0032014: How to Create a Travel Expense Report in Concur 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.
- Wire payments typically take the longest time to reach the recipient. It usually takes about 7-10 business days for the payee to receive the payment after the wire form is submitted for processing by the central office.
- IMPORTANT: Payment will not be issued if the Expense report submitted does not have the “Wire Payments Form” expense line with Travel Wire Transfer Payment Form (PDF) attached.
Next Steps
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
- After you've completed the prerequisite steps listed above, log in to Concur via Single Sign-On.
2. Select the Expense module from the drop-down menu at the top of the home page
3. Open the applicable Expense Report created to add the expenses to be wired
4. Select Add Expense to add the expense(s) related to the wire prepayment- For instance, if a wire payment needs to be issued to a foreign entity for registration, you would select the Concur Expense Type: Conferences and Training.
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 by clicking on Add Receipt. If the Add Receipt box is hidden, ensure you have clicked on Show Receipt at the top right corner
d. Click on Save and Add Another Expense to add the Travel Wire Form. Alternatively, click Save Expense which takes you to the open report, where you can click on Add Expense and Create New Expense
Filling out the Travel Wire Payments Form
1. When completing the Travel Wire Payments Form (PDF), the following fields need to be filled out:
- Payee/Supplier Name
- Payee/Supplier Remit Address
- Payee/Supplier Bank Account Number
- IBAN Number (Europe - length varies)
- BSB Number (Australia wires - 6 digits)
- Bank Name
- Bank Address
- BIC/SWIFT Code (8-11 digits alphanumeric)
- USD amount
- Foreign amount
- Foreign currency code
- Payee/Supplier ID #
- Payee Supplier Name
- Concur Request ID/Report ID
- Chart of Account (CoA) Information
- Amount
- Entity
- Fund
- Financial Unit
- Account
- Function
- Program
- Location
- Project
- Task
- Requestor Name
- Financial Unit Approver's Signature
- Financial Unit Approver's Email
- Date
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
3. Select Attach Receipt Image to attach the completed Travel Wire Transfer Payments 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 & Entertainment (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.
Traveler Reimbursement by Wire
- 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 payment type Payment to Payee (Non-Employee) - Wire, Payment to Non-Employee Name and Address and Wire Payments Form expense with completed wire form
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 to be reimbursed by wire as well as expenses paid for the trip including: e.g. 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 to: KB0032014, How to Submit a Travel Expense Report in Concur 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.