Overview
This summary underscores the specific process and platform involved in claiming reimbursements for expenses unrelated to organized events or business travel. To obtain reimbursement for non-event/non-travel business-related expenses, employees are required to submit an Other Reimbursements (Non-event) Expense Report in Concur.
Essential Information
- Other Reimbursements (Non-event) refers to an employee reimbursement for any non-PO business expenses incurred that do not fall under the categories of Events (e.g., meetings, hosted events, etc.) or Travel (e.g., hotel, airfare, etc.).
- Types of expenses include dues/memberships, seminar registration, supplies, and non-cash awards/gifts such as gift cards a manager purchases to recognize an employee.
- Before making purchases personally, it is strongly recommended to use official University tools to make business purchases.
- Please view our Alternatives to Out-Of-Pocket Expenses Blink Page to analyze the different tools at your disposal.
- Amount needs to fall within UC policy; for more information, refer to this Blink page.
- It is UC policy that voluntary contributions and donations are non-reimbursable.
- Concur identifies the recipient(s) of a gift, prize, or award through the Attendees section.
- To prepare a reimbursement on behalf of the employee payee, you would:
- Need to be added in Concur with the delegate role;
- Make sure to select the option to act as their delegate before starting the process.
- To learn more about how to assign users to act on your behalf, please refer to KB0031969: How to Add a Request Delegate and an Expense Delegate in Concur.
- To learn more about acting as a delegate for another user, please refer to KB0031975: How to Act as a Delegate in Concur.
- Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
- Orange alerts are informational and provide key details about policy that you should be aware of upon submission.
Next Steps
Either the employee or an employee's delegate can perform the following process to have non-event expenses reimbursed.
1. Log in to Concur.
2. If acting as a delegate on behalf of another employee, select that user before moving on to Step 3.
3. Select the Home dropdown and then click Expense.
4. Select Create New Report.
5. For Report Type, select Other Reimbursements (Non-Event).
6. For Report Name, enter the reference name for the reimbursement.
a. 32-character limit; e.g. 10-2020 BFS Supplies A. Name.
7. For the Justification for out-of-pocket reimbursement dropdown field, select the appropriate justification.
- If Other is chosen, please provide an explanation for your out-of-pocket expense in the field next to it.
8. Enter your Financial Unit Code.
9. Select Create Report.
10. On the next screen, select Add Expense.
11. In the dialog box, select Create New Expense.
a. For a reimbursement expenses, you will manually add the expense.
12. Select the appropriate Expense Type from the list.
- Conferences and Training
- GME Licenses and Fees
- Office Supplies (taxable)
- Lab Supplies (taxable)
- Marine Supplies (taxable)
- Field Research Supplies (taxable)
- Fed Chargeable - Subscriptions and Memberships
- Federally Unchargeable - Subscriptions and Memberships
- Other Materials and Supplies (taxable)
- Field Research Services
- Marine Services
- Comp Software Purchases and Licenses (taxable)
- Comp Software Purch License Download
- Research Publications
- Employee Gift/Prize/Award (taxable)
- Non-Employee Gift/Prize/Award (taxable)
- Student Gift/Prize/Award (taxable)
NOTE: For Gift/Prize/Award, please refer to the How to Add Attendees to an Event Expense Report KBA to see how to add the gift recipients.
13. Fill in the required information in the Expense Details tab.
14. In Attach Receipt dialog box, select Add Receipt to attach your required documentation.
NOTE: A receipt is always required for Other Reimbursements (Non-Event) expense reports regardless of the amount.
15. Once you have added all the expenses to your expense report, select them and click Allocate.
16. In the pop-up box click Add and then choose the chartstring valies that you want to use then click Save.
- Financial Unit (always required)
- Approver (always required)
- Project (only required if not using a Fund/Function)
- Task (only required if not using a Fund/Function)
- Fund (only required if not using a Project)
- Function (only required if not using a Project)
17. Select Save again in the next window.
18. Once you have completed the steps above, click Submit Report.