Overview

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To obtain reimbursement for non-event business-related expenses, employees are required to submit a Non-event Reimbursement Expense Report in Concur. This summary underscores the specific process and platform involved in claiming reimbursements for expenses unrelated to organized events.

Essential Information

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• Non-event reimbursement 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 see the KBA on How to Add a Request Delegate and an Expense Delegate in Concur.
• To learn more about acting as a delegate for another user, please see the KBA on How to Act as a Delegate in Concur.

Next Steps

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The following process applies to all non-event reimbursement Concur Expense Types with added steps for noting gift/award recipients, Attendees in Concur, specifically required for Gift/Prize/Award expense types.

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, from Profile, select that user.
3. Select Expense at the top of page.

4. Select Create New Report.

5. For Report Type, select Event Expenses and Other Reimbursements.
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 Payee Type, select Employee.

8. In Business Purpose, select Non-event Reimbursement.

9. Enter the required Chart of Accounts (CoA) information:

a. Financial Unit
b. Approver
c. Function
d. Fund - required field even though there is no red asterisk
e. Other chartstring values as applicable
***See related Knowledge Base Article on searching for CoA information.

10. For Business Purpose/Additional Information, add supporting details for the non-event reimbursable expense(s).

a. You may claim multiple reimbursable expenses in a single report and in each expense entry, add a Comment in the Details section. 

11. Select Create Report.
12. On the next screen, select Add Expense.

13. In the dialog box, select Create New Expense.

a. For a reimbursement expense, you will manually add the expense.

14. Select the appropriate Expense Type from the list.

• Comp Software Purchase License Download
• Dues and Memberships
• Gift/Prize/Award
  
  • Employee - Gift/Prize/Award *
  • Non-Employee - Gift/Prize Award *
  • Student Awards *
    ***For Gift/Prize/Award, please refer to step 19 of this KBA for additional documentation required.
• Field Expenses
• Seminar/Conference Registration
• Supplies

15. In the Expense Details tab, select:

a. Expense Type: Auto-populated from selection
b. Transaction Date: Enter date
c. Payment Type: Payment to Employee
d. Amount: Total amount of the reimbursable expense (do not reduce by the sales tax amount)
e. Comment: Supporting business purpose details for the expense (when claiming multiple reimbursable expenses).
f. Expenditure Type: Required when associated with a Project, check to see if taxable
When an expense is associated with a Project, the expense will post to the ledger according to the Project Expenditure Type rather than the default CoA Account value tied to the Concur Expense Type.

16. Determine if sales tax was paid from the receipt/invoice and enter the appropriate amount

• For taxable items:
  • Enter the amount in Sales Tax Paid (0.00 or greater).
  • If sales tax was not paid on a taxable expense, the system will automatically apply Use Tax.
• For non-taxable items:
  • Enter the amount in the Sales Tax Paid (0.00) as necessary.
  • Select the applicable Tax Exempt Code

17. Select Attach Receipt Image, proof of payment for expense should match claimed reimbursement amount.
18. In Attach Receipt dialog box, select Upload Receipt Image or one in the receipt bank.

a. See How to Upload and Email Receipts to Concur on uploading/emailing receipts to Concur.

19. Select receipt file.

Steps 20–26: Adding Attendees (for Gift/Prize/Award expense types)

• Concur Attendees are the individuals receiving the gift/prize/award.
• Please note if your expense includes gifts of different denominations (ex, $50 and $75 gifts for different individuals) please add these on separate expense lines, one for each amount so our system will accurately document the amount each individual received for auditing and tax purpose.

20. In the Expense Details tab, select Attendees.

21. On the Attendees page, click Add.

22. For new Attendees, select the Attendees tab.
23. For the Attendee Type, select Faculty/Staff (active employees).
24. In Attendee Name, enter Last Name, First Name, search and select.

a. If not displaying, select More Search Options to Add to List.

25. Select Close, then Save.
26. Select Save Expense.
27. Repeat steps until all appropriate reimbursable expenses have been added.
28. Select Submit Report.

29. Check the Report Header for the Concur Document Number: Report Key/Report ID.