Overview

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This article highlights the specifics to non-employee Guest Travel. The process for claiming Expenses for non-employee Guest Travel is similar to employee travel with a few differences by identifying the traveler as a non-employee in Concur. 

Essential Information

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• All guest travelers must be invited to register in PaymentWorks and complete the PaymentWorks Registration prior to claiming expenses in Concur. 
  • All guest travelers need to register in PaymentWorks to claim out-of-pocket expenses. 
  • The only time a Guest Traveler does not need to register in PaymentWorks is when the expenses being claimed are all UC San Diego card product expenses (UCSD CTS - Air, Hotel Card; UCSD - T&E Instant Card) and there is no out-of-pocket reimbursement due back to the Guest Traveler. 
• If the Guest Traveler is not appearing as an active Non-employee Payee in Concur after they've registered in PaymentWorks, please submit a Services & Support case requesting for them to be tagged as a Guest Traveler.
• For full guidance on completing Travel Requests (trip pre-authorization) and Travel Expense Reports (trip reconciliation), refer to KB0032013: How to Create a Travel Requests, and KB0032014: How to Submit a Travel Expense Report in Concur.
• When submitting an expense report for a Guest Traveler, acting as a Delegate is not necessary since employees will use their own Concur account to manage guest travel and expenses.
• For booking travel on behalf of the non-employee/guest, refer to KB0032823: How to Book Travel in Concur Travel.
• 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

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To Create a Guest Travel Request

1. After you select Requests > New Request, complete the Request Header.
2. In the Request Header, confirm:

1. Request Type: Travel Request.
2. Trip Name: Trip reference, such as Guest Travel and traveler's name, e.g. Guest Travel: Emma Person.
3. Traveler Type: Non-employee
   
   1. There are three different Non-employee options:
      1. Non-employee (ACH or Check)
         1. Use this Traveler Type when a reimbursement is owed to a Guest Traveler, and they've registered in PaymentWorks. You can claim both out-of-pocket expenses as well as University card product expenses under this Traveler Type.
      2. Non-employee (Card Charge Only) 
         1. This Traveler Type should only be used when claiming University card product expenses (e.g. UCSD - CTS Air, Hotel Card, UCSD - T&E Card, or the UCSD - T&E Instant Card).No need for the guest traveler to register in PaymentWorks if they will not be claiming any out-of-pocket expenses. 
      3. Non-employee (Wire)
         1. This option should only be used to issue foreign wire payments. Guest must be registered in PaymentWorks for this Traveler Type. 
4. In the Detailed Business Purpose field enter, the Guest Traveler’s name, Payee ID (if applicable) and detailed business purpose/justification for the business travel.
   1. NOTE: If the PaymentWorks registration for the Guest Traveler has not been completed, just input their name and business purpose. 
5. Fill out the other required fields in the Request Header.

3. After filling out the Travel Request Header, click the Create Request button. 

4. On the Expected Expenses section, add the estimated Travel Expenses.

a. A Travel Request is a pre-authorization to inform your department of the expected expenses for your upcoming trip.

b. Final expense amounts and details are to be claimed after the trip has ended on the Travel Expense Report.

5. Once you have added your Expected Expenses to your Travel Request, select the expenses and click Allocate to choose the chart string you want to use for this Request.

1.  The chart string fields that are required are: Financial Unit, Approver, Project, Task, Fund (only required if not using a Project), Function (only required if not using a Project) 

6. Select the Attachments dropdown and then click Attach Documents to provide any attachments/back-up documentation, if necessary.

7. After completing the Guest Travel Request, select Submit Request for approval:

a. Approval routing is the same as for employee travel.

8. Once the Guest Travel Request is approved, you may create the Travel Expense Report.

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To Create a Guest Travel Expense Report

1. From Concur Requests, locate the approved Request and click the Create Expense Report button on the top right corner.

2. The Expense Report will copy the information you had previously entered in the Request Header to the Expense Report Header.
3. In the Report Header, complete the following:

1. Traveler Type: Non-Employee (ACH, Check), Non-employee (Card charges only) or Non-employee (Wire)*
   1.  If you choose the Non-Employee (Card charges only) Traveler Type, please provide the Guest Traveler's full name (first, middle, and last name) in the Non-Employee Legal Name field. 
      1. 
2. Non-Employee or Student Traveler Name field: Enter the Guest Traveler's Full Name as provided in the Payee Registration (Last Name, First Name).
   1. The Non-Employee or Student Traveler Name field only needs to be filled out when using the Traveler Types of Non-Employee (ACH, Check) and Non-employee (Wire)
3. Non-Employee or Student Traveler Remit Address/Site field: Select the proper remittance address (PAYMT ACH or PAYMT CHK).
   1. The Non-Employee or Student Traveler Remit Address/Site field only needs to be filled out when using the Traveler Types of Non-Employee (ACH, Check) and Non-employee (Wire)

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Adding Expenses

1. For each Expense added to the Report, complete the following:

a. Expense Type: From the drop-down menu, select the category that closely matches the travel Expense.
b. Transaction Date: Enter the date of the purchase.
c. Payment Type: Payment to Payee (Non-employee) by ACH/Check or Wire.
d. Amount: Enter the amount of the claimed Expense.
e. Currency: (Defaults to USD) Select from the drop-down menu if other currency is applicable.
f. Payee (Non-employee) #/Name: Enter the Guest Traveler's Full Name as provided in the Payee Registration (Last Name, First Name).
g. Payee (Non-employee) Address: Select the proper remittance address (PYMT ACH/PYMT CHK).

NOTE: If the guest's hotel/airfare expenses were paid with a University payment method (CTS Card, Temporary Virtual Card) the Payment Type field will auto-populate and can't be edited.

*h. If wire is the preferred method of payment, select Payment to Payee (Non-employee) - Wire, refer to KB0032371: How to Process a Travel Wire. 

2. After you have added all of the expenses, select them all and click Allocate to choose the chart string you want to use for this expense.

1.  The chart string fields that are required are: Financial Unit, Approver, Project, Task, Fund (only required if not using a Project), Function (only required if not using a Project)

3. Once you have Allocated your Travel Expenses, click Submit Report.

4. Once the Expense Report has been submitted by the employee and it has gone through the approval flow, the Concur document will be sent to Oracle for payment and the reimbursement will be issued to the guest traveler.