Overview

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• This article describes how to create and reconcile a prepayment to a non-employee Travel supplier in Concur

Critical Concepts

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• Prepayments are direct payments to suppliers that are issued by UCSD-IPPS Travel on behalf of UCSD departments for certain expenses that need to be paid in advance of a trip or event, and cannot be paid on the Travel & Entertainment Card
• Some examples of prepayments include:
  
  • Conference registration (when other travel expenses are involved)
  • Hotel reservation (non-local)
• All payees receiving prepayments must first be invited to and register in PaymentWorks before the prepayment process can begin so that the supplier will be available for selection within Concur
• The prepayment process for travel is divided into two parts:
  
  • Payment: The user/delegate submits a prepayment expense report to indicate direct payment to a non-employee supplier. If approved by UCSD Travel, a payment will be issued to the supplier
  • Reconciliation: After the trip has taken place, the department claims all final travel expenses and must reconcile the prepayment(s) to return funds back to UCSD Travel 
  • Both parts of the prepayment process must be completed - if the prepayment is made, it must still be reconciled after the trip has taken place
• Payments to suppliers (with the Payment Type: Payment to Non-Employee) are considered prepayments if the Business Travel Start Date or Event Date on the Expense Report (as listed in the Report Header) is after the date that the Expense Report is submitted
• Use of the University Prepaid Payment Type on a Travel Expense Report is crucial to and strictly for fulfilling the Reconciliation of the prepayment; no payment will be sent out to the supplier
  
  • This Payment Type should only be used if a Travel prepayment had been sent out in a prior Travel Expense Report
  • This Payment Type should also not be used to claim an expense charged to the Travel & Entertainment Card or CTS Card as those will automatically post in Concur
• The prepayment process is not applicable to employee moves and paying moving company suppliers; the Travel & Entertainment Card must be used to pay for the moving company invoice

 

Steps to Take

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Part 1: Payment

1. Create a Travel Expense Report

a. For more information on this topic, please see the Travel Expense Report KBA
b. If you are submitting a prepayment for travel expense, a Travel Request should first be created and approved

2. Select Add Expense

3. Select the appropriate Expense Type for the payment to the non-employee supplier

a. You can type in the search text field to easily find the correct Expense Type

4. Enter in the information related to the charge in the fields

a. All fields with a red asterisk are required
b. If you are using a Project with this Expense Report, an Expenditure Type is required as well

5. Select Payment to Payee (Non-employee) as the Payment Type

6. Search for the payee name or number under the Payee (Non-employee) #/Name field

7. Click into the Payee (Non-employee) Address field and select the Remittance Address type from the drop-down menu

8. Add a Comment to document the purpose of the prepayment (e.g. conference registration details or that the supplier does not accept credit cards)

9. Attach a receipt or supporting documentation if the expense is over $75

10. Select Save Expense

11. Repeat the process until all prepayments have been added to the Expense Report

12. Select Submit Report to route the Expense Report for approval and processing

a. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf

13. Once the Expense Report has been fully approved, payment will be sent out 24-48 hours after

Part 2: Reconciliation - Travel Supplier Prepayment

1. Once the trip or event has taken place, create another Travel Expense Report (for final reconciliation) on the same Concur user account as the prepayment

2. Select Add Expense

3. Select the same Expense Type as the one selected on the previous expense report for the prepayment

1. You can type in the search text field to easily find the correct Expense Type

4. Enter in the information related to the charge in the fields

a. All fields with a red asterisk are required
b. If you are using a Project with this Expense Report, an Expenditure Type is required as well

5. Select University Prepaid as the Payment Type 

1.  With this Payment Type, the system will recognize that UCSD Travel account should be receive funds back for the travel prepayment 

6. Search for the payee who was sent a prepayment under the Payee (Non-employee) #/Name field

7. Click into the Payee (Non-employee) Address field and select an option from the drop-down

8. Attach a receipt or supporting documentation in accordance to policy (e.g. if the expense is over $75)

9. Select Save Expense

10. Repeat the process until all other University Card and out-of-pocket expenses related to the trip have been added to the Expense Report for proper reporting/final reonciliation

11. Select Submit Report to route the Expense Report for approval and processing

a. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf

12. Once the Expense Report has been fully approved, funds will be moved from the chart string on the Expense Report or Allocation back to UCSD Travel 24-48 hours after