Overview

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This guide will demonstrate how to use Concur to:

• Claim Per Diem (Travel Allowances) based on input of travel dates on a Travel Expense Report
• Reduce Per Diem for meals that are provided by conferences, etc
• Offset Per Diem for Meals and lodging by claiming Actual Expense amounts
• Offset Per Diem by T&E Card charges 

Critical Concepts

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• Per Diem is a daily amount to cover Meal and Lodging expenses for UC San Diego employees traveling on official UC San Diego business
• Per Diem applies to the following travel situations:
  
  • Foreign travel
  • Alaska, Hawaii, or U.S. possessions travel
  • Long-term travel (30 days or more) in the continental U.S
• When not using the travel allowance feature in Concur, please make sure that you attach the Published Per Diem rates for the location
  • Use the Per Diem Rate Lookup Tool and make sure that you filter by Month/Year of travel and the location
• For full guidance on completing Travel Requests (trip authorization) and Travel Expense Reports (trip reconciliation), refer to the KBAs on Travel Requests and Travel Expense Reports
• Either the employee or an employee's delegate can perform the following process
• To learn how to add a delegate see KB0031969: How to Add a Request Delegate and an Expense Delegate in Concur
• To learn how to act as a delegate on behalf of another employee, see KB0031975: How to Act as a Delegate in Concur

Steps to Take

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How to Claim Per Diem (Travel Allowance)

Once you have created the Travel Expense Report, you can generate the Travel Allowance to claim allowable Per Diem

1. Log in to Concur 
2. If you are a Delegate, select the Profile of the Payee for whom you are creating the Expense

3. Select Expense module

4. In Report Library, select the relevant Expense Report 
5. Select Travel Allowance, then Manage Travel Allowance to create a New Itinerary

6. In Travel Allowances for Report, select Create New Itinerary tab, enter Itinerary Name for your outbound travel and click Save

7. In New Itinerary Stop add:

a. Departure City

b. Date and Time

c. Arrival City

d. Date and Time

8. Itinerary Stops, display on left, click Save after each entry, when done entering Stops, click Next

9. Once the Itinerary is created, the system has built-in Per Diem rates based on Government recognized rates and that will automatically calculate the allowable daily Per Diem amount (Travel Allowance), based on the location 

10. If no complimentary meals are applicable, click Save and go to Step 11

a. If a complimentary meal was provided, select Next to display the Expenses & Adjustments tab

b. Reduce the daily Per Diem for provided meals, by selecting the box for the appropriate day and meal, click Update Expenses

11. Select Update Expenses and it will auto populate the daily Per Diem Meal and Lodging Expenses for location(s)

How to Claim Actual Meal and Lodging Expenses

If the traveler is claiming Actual Meal and lodging Expenses, the daily Per Diem amount must be reduced to the traveler by following the steps below:

1. Verify that Add Travel Allowance steps above have been completed, once all the Per Diem Expenses have been added, take action to claim Actual Amounts and reduce Per Diem  

2. Select desired Expense Report, select Add expense

3. In the Create New Expense tab, select Per Diem Reduction

4. To help you determine the amount to reduce the Per Diem, download and complete the attached Excel Per Diem Reduction spreadsheet, which has formulas to calculate the amount of Per Diem reduction

a. Complete the document by filling out the following columns:

1. Location Travelled

2. Daily Per Diem Allowance

3. Actuals to Claim

b. Save as PDF

c. Attach completed document to Expense Report in Step #5

d. Verify that total published Per Diem rates in spreadsheet match that of generated Per Diem rates in Concur, this process will help to avoid having to add multiple Per Diem reduction entries

5. In the Expense Details tab, complete all the required fields:

a. Expense Type: Per Diem Reduction

b. Transaction Date: last date of stay

c. Payment Type: Payment to Employee

d. Amount: total amount from spreadsheet e.g. -880.00

e. Payee Non-employee: if applicable, to non-employee who is traveling to foreign location on behalf of UCSD or their domestic travel is over 30 days 

f. Payee Non-employee Address: if applicable, Pymt ACH 1 or Pymt ACH 2

g. Comment: enter claiming actuals

h. In the Attach Receipt Box, select, upload, and attach the completed spreadsheet document
Concur does not accept excel format, you must convert it to PDF, .png, .jpg, .jpeg, .pdf, .tif, .tiff are the only acceptable file formats in Concur

6. Once complete, click Save Expense

7. The Expense Report should reflect a negative Per Diem Reduction amount

How to Claim Travel Card Offset for Per Diem 

T&E charges are required to be added to the Expense Report to offset the Per Diem reimbursement

1. Verify that you have completed upload of Per Diem amounts (Travel Allowance), 1st section and claims for Actual Meal & Lodging Expenses, 2nd section, to the Expense Report

2. In Concur, select the Expense module, then select desired Expense Report

3. Select Add Expense

4. In Available Expenses, select an applicable meal T&E charge, and click Add to Report

5. On the Details tab, select:

a. Expense Type: Travel Card Per Diem Offset 

b. Amount: the Expense Type, will assure that the amount charged on the T&E card will not be reimbursed to the traveler

c. Comment e.g., offset T&E Expense for Per Diem

6. Click Save Expense

a. The T&E charge in Requested column is 0, will not be paid to traveler

7. If needed, add additional Expenses, then click Submit Report