Overview

---

• This KBA will only highlight 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

Critical Concepts

---

• All guest travelers must be invited to register in PaymentWorks and complete the PaymentWorks Registration prior to claiming Expenses in Concur
• 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 authorization) and Travel Expense Reports (trip reconciliation), refer to the KBA's on Travel Requests and Travel Expense Reports
• Acting as a Delegate is not necessary, 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 the KBA on How to Book Travel in Concur Travel

Steps to Take

---

To Create a Guest Travel Request

Once the Guest Traveler has been set up with a Payee Account, create a Travel Request for the Guest Traveler in Concur
1. After you select Requests > New Request, complete the Request Header
2. In the Request Header, confirm:

a. Request Type: Travel Request
b. Trip Name: Trip reference, such as Guest Travel and traveler's name, e.g. Guest Travel: Emma Person
c. Traveler Type: Non-employee
d. All remaining required fields for the trip

3. In Business Purpose/Additional Information enter, the Guest Traveler’s name, Payee ID and purpose of business travel

4. On the Expenses tab, add the estimated travel Expenses

a. Final Expense amounts and details are to be claimed post-travel on the Expense Report

5. Select Attachments to provide any attachments, if necessary

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

a. Approval routing is the same as for employee travel

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

To Create a Guest Travel Expense Report

1. From Concur Requests > Manage Requests, locate the approved Request and select Expense

2. On the next screen, complete the Report Header
3. In the Report Header, complete the following:

a. Payee (Non-employee)#/Name: Enter the Guest Traveler's Full Name as provided in the Payee Registration (Last Name, First Name)
b. Payee (Non-Employee) Address: Select the proper remittance address (PYMT ACH/PYMT CHK)
c. Business Purpose/Additional Information: Enter the business purpose provided in the Travel Request

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)

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

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