How to Process a Travel Wire


Overview


This article demonstrates how to request a travel wire on an Expense Report in Concur for either a prepayment to a foreign supplier or a reimbursement to a foreign traveler.

Prerequisites 


Essential Information


Next Steps


Prepayments by Wire

If a foreign wire transfer is needed in advance of travel, you would submit the wire prepayment on a Travel Expense Report in Concur

  1. After you've completed the prerequisite steps listed above, log in to Concur via Single Sign-On.
  2. Select the Expense module from the drop-down menu at the top of the home page  
  3. Open the applicable Expense Report created to add the expenses to be wired 
  4. Select Add Expense to add the expense(s) related to the wire prepayment.
    1. For instance, if a wire payment needs to be issued to a foreign entity for registration, you would select the Concur Expense Type: Conferences and Training. In the Details section of the Expense, complete the form fields. To denote that this is a payment by wire, please be sure to do the following:
  5. For Payment Type, select Payment to Payee (Non-employee) - Wire
  6. Select the appropriate foreign supplier for the fields:
    1. Payee (Non-employee) #/Name
    2. Payee (Non-employee) Address
  7. Attach the invoice to the Expense by clicking on Add Receipt. If the Add Receipt box is hidden, ensure you have clicked on Show Receipt at the top right corner.
  8. Click on Save which takes you to the open report.


Requesting a Wire in Services & Support 

At this time, you'll need to request a wire payment from Payment Services via the Wire Request form in Services & Support.

Once you have submitted your wire request, you will have an RITM number assigned to your wire request. This RITM number must be added to your "Wire Payment Request RITM" expense line:


Submitting the Travel Wire-Expense Report

  1. Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report.
  2. The Travel Expense Report with the wire prepayment will enter the Approval Flow to be reviewed by the appropriate Approvers.
  3. The Travel & Entertainment (T&E) team will review for proper completion and submit to Payment Services to process the wire payment.
  4. Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details.

Traveler Reimbursement by Wire

  1. After you've completed the Prerequisite Steps listed at the top of article, log into Concur.
  2. Open the applicable Expense Report.
  3. In the Travel Expense Report, add all Expenses to be reimbursed by wire as well as expenses paid for the trip including: e.g. UCSD CTS Airfare expenses, Traveler Paid/out-of-pocket expenses.
  4. For expenses to be reimbursed by wire, add the Travel Expense Type that is related to the wire reimbursement, e.g. Meals & Incidentals, Taxi, etc.
  5. In the Details section of the Expense, complete the form fields.
  6. To denote that this is a Payment by Wire, please be sure to do the following: 
    1. For Payment Type, select Payment to Payee (Non-employee) - Wire
    2. Select the appropriate foreign Supplier for the fields:
      1. Payee (Non-employee) #/Name
      2. Payee (Non-employee) Address
  7. Attach the receipt(s) to the expense, select Add Receipt Image.
  8. Click on Save and Add Another Expense:
    1. Clicking Save Expense is acceptable as well and would simply take you back to the open view of the Expense Report, where you can click on Add Expense and Create New Expense.
  9. Repeat these steps for all applicable expenses being reimbursed by wire to the foreign traveler or proceed to adding the Travel Wire Request RITM.

Requesting a Wire in Services & Support 

At this time, you'll need to request a wire payment from Payment Services via the Wire Request form in Services & Support.

If you need assistance filling out this electronic request form, please see this KBA: How to request a foreign wire for all invoice types

Once you have submitted your wire request, you will have an RITM number assigned to your wire request. This RITM number must be added to your "Wire Payment Request RITM" expense line:


Submitting the Travel Wire-Expense Report

  1. Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report.
  2. The Travel Expense Report with the wire prepayment will enter the Approval Flow to be reviewed by the appropriate Approvers.
  3. The Travel & Entertainment (T&E) team will review for proper completion and submit to Payment Services to process the wire payment.
  4. Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details.

Questions?


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