How to Create and Reconcile Travel Prepayments in Concur


There will be a new Request User Interface (UI) in Concur Starting October 2nd. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a video on the new UI updates.

Overview


This article describes how to create and reconcile a prepayment to a non-employee Travel supplier in Concur.

Essential Information


 

Next Steps


Part 1: Payment

1. Create a Travel Expense Report:

a. For more information on this topic, please see, KB0032014: How to Submit a Travel Expense Report in Concur.
b. If you are submitting a prepayment for travel expense, a Travel Request should first be created and approved (KB0032013).

2. Select Add Expense

3. Select the appropriate Expense Type for the payment to the non-employee supplier.

a. You can type in the search text field to easily find the correct Expense Type.

4. Enter in the information related to the charge in the fields:

a. All fields with a red asterisk are required.
b. If you are using a Project with this Expense Report, an Expenditure Type is required as well.

5. Select Payment to Payee (Non-employee) as the Payment Type.

6. Search for the payee name or number under the Payee (Non-employee) #/Name field.

7. Click into the Payee (Non-employee) Address field and select the Remittance Address type from the drop-down menu.

8. Add a Comment to document the purpose of the prepayment (e.g. conference registration details or that the supplier does not accept credit cards).

9. Attach a receipt or supporting documentation if the expense is over $75.

10. Select Save Expense

11. Repeat the process until all prepayments have been added to the Expense Report.

12. Select Submit Report to route the Expense Report for approval and processing.

a. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf.

13. Once the Expense Report has been fully approved, payment will be sent out 24-48 hours after.


Part 2: Reconciliation - Travel Supplier Prepayment

1. Once the trip or event has taken place, create another Travel Expense Report (for final reconciliation) on the same Concur user account as the prepayment.

2. Select Add Expense

3. Select the same Expense Type as the one selected on the previous expense report for the prepayment.

  1. You can type in the search text field to easily find the correct Expense Type.

4. Enter in the information related to the charge in the fields:

a. All fields with a red asterisk are required.
b. If you are using a Project with this Expense Report, an Expenditure Type is required as well.

5. Select University Prepaid as the Payment Type: 

  1.  With this Payment Type, the system will recognize that UCSD Travel account should be receive funds back for the travel prepayment. 

6. Search for the payee who was sent a prepayment under the Payee (Non-employee) #/Name field.

7. Click into the Payee (Non-employee) Address field and select an option from the drop-down.

8. Attach a receipt or supporting documentation in accordance to policy (e.g. if the expense is over $75).

9. Select Save Expense

10. Repeat the process until all other University Card and out-of-pocket expenses related to the trip have been added to the Expense Report for proper reporting/final reconciliation.

11. Select Submit Report to route the Expense Report for approval and processing:

a. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf.

12. Once the Expense Report has been fully approved, funds will be moved from the chart string on the Expense Report or Allocation back to UCSD Travel 24-48 hours after.

Questions?


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