How to Manage a Move Trip


Overview


Critical Concepts


Steps to Take


To Pay the Moving Company Invoice (Department Move Coordinator)

  1. Before taking any action in Concur, be sure to obtain the required move approval, as it must be attached to the Travel Request and Travel Expense Report in Concur; if you are acting as the delegate of the Department T&E Cardholder (who is not the new hire), be sure to switch Concur profiles
  2. Create a Travel Request in Concur
  3. Enter the move trip details and the following key indicators for a Move Request:
    1. In Trip Type, select Move/Relocation
    2. In Trip Purpose, select Move/Relocation
    3. In Business Travel Dates, enter the dates of the move 
    4. In the Business Purpose / Additional Information field, provide the new Employee's Full Name (and Employee ID if available) along with the Business Purpose
    5. Add estimated Moving Expenses and Comment (i.e. payment for moving company)
    6. Attach the approval letter
  4. Arrange the household move/relocation for the new employee/appointee with a UC contracted moving company
    1. Provide the moving company with the Concur Request ID for the Travel Request (trip reference number) to authorize the moving company service
  5. Pay the moving company directly with a Travel & Entertainment (T&E) Card 
    1. This is the only way for the department to issue payment to the moving company 
    2. Oracle is not the proper payment tool for employee move/relocation; PO submissions for employee moves will be rejected
  6. After the T&E Card transaction posts to Concur, complete the move Travel Expense Report
    1. If you are acting as the delegate for the T&E Cardholder, be sure to first switch to the cardholder’s Concur profile/account
    2. Only the cardholder’s T&E Card moving company Expense(s) should be added to this Expense Report
  7. In the Expense Report, enter the move trip details and the following key indicators for a Move, then submit:
    1. In Trip Name, reference the new employee’s name and/or that it is a Move 
    2. In Trip Type, select Move/Relocation
    3. In Trip Purpose, select Move/Relocation
    4. In Business Travel Dates, enter the dates of the move
    5. In the Business Purpose / Additional Information field, provide the new Employee's Name and Employee ID
    6. Cross-reference any related Travel Request ID/Expense Report ID document numbers as applicable
    7. Add final moving company expense(s) on the Expenses tab 
    8. Select 508102 as the Account/Expenditure Type
    9. Attach the move approval letter

To Reimburse the New Employee/Appointee

  1. The new employee (Concur user) or Move Coordinator (Concur delegate) creates a separate Travel Request under the new employee’s Concur profile/account
  2. Enter the move trip details and the following key indicators for a Move Request:
    1. In Trip Name, reference the New Employee Name and/or that it is a Move
    2. In Trip Type, select Move/Relocation
    3. In Trip Purpose, select Move/Relocation
    4. In Business Travel Dates, enter the dates of the move
    5. Add estimated Moving Expenses 
    6. Attach the approval letter
  3. Complete the move Travel Expense Report to claim final move expenses
    1. For full instruction on completing a Travel Expense Report, review the KBA
    2. If you are acting as the delegate for the new employee, be sure to switch to the their Concur profile/account
    3. Claim the Moving Expenses of the new employee payee (out-of-pocket expenses, Concur Travel bookings on the UCSD CTS Air Charge Card)
  4. In the Expense Report, enter the move trip details and the following key indicators for a Move, then submit:
    1. In Trip Name, reference the new employee’s name and/or that it is a Move
    2. In Trip Type, select Move/Relocation
    3. In Trip Purpose, select Move/Relocation
    4. In Business Travel Dates, enter the dates of the move
    5. Cross-reference any related Travel Request ID/Expense Report ID document numbers as applicable 
    6. Add all applicable Moving Expense(s) on the Expenses tab 
    7. Select 508102 as the Account/Expenditure Type
    8. Attach the move approval letter to the Expense Report by going to Manage Receipts > Manage Attachments 

If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494