Overview

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This article serves as a reference for Travel Expense Types in Concur. 

Essential Information

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• Travel Expenses are reimbursable when they are necessary to accomplish the official business purpose of a trip.
• Please note, most Expense Types require a receipt if the Expense is over $75 (there may be cases where a receipt is always required).
• Concur should prompt an alert if any receipts are missing. 
• Check the travel policy and this Blink page for more information to ensure that all Travel Requests and Travel Expense Reports are following policy requirements. 

Next Steps

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Travel Expense Types

   1. Air Travel Expense

Airfare 

Airline Fees: Baggage Fees, Change Fees, other fees imposed by Airlines.

 

   02. Lodging Expenses

Homeshare - AirBnB / VRBO / Etc: Be sure to attach final receipt for proof of payment.

Hotel: All Hotel lodging Expenses must be itemized.

Hotel - Advanced Deposit

Hotel Group: Use this Expense Type for Group Trips, content will be developed soon on this process.

Other Accommodations: Alternate accommodations not covered in the other Expense Types, e.g., rent payments for long-term travel.

Travel Card Per Diem Offset: Used when a foreign transaction has been charged to the T&E card and there is a need to claim the transaction and Offset/Reduce the Per Diem, or Travel Allowance.

 

   03. Ground Transportation

Car Rental

Car Rental Fuel

Charter Bus

Parking: Only while on travel status - does not include monthly parking permit costs.

Rideshare

Taxi/Shuttle/Car Service

Tolls/Road Charges

Train/Bus

University Vehicle Fuel

   

   04. Personal Car Mileage

Personal Car Mileage - Business: Please refer to Blink for the latest mileage rates for travel. 

Personal Car Mileage - Moving

 

   05. Meals/Meetings/Events

536401 - Beverages Alcoholic (Inc Tax/Tip)

Entertainment Meals - Travel Status: If someone is on Travel status and they have a meeting, they are allowed to claim the Entertainment Meal Expense on a Travel Expense Report
for Meal Expenses incurred while on travel status, they can be claimed on the Travel Expense Report in accordance with Entertainment Policy (BUS-79).

Group Meals and Incidentals: Use this Expense Type for Group trips.

List of Attendees: Should be used during Group Travel. 

Meals & Incidentals

Per Diem Reduction

 

   06. Conference/Training Registration

Conferences and Training

 

   07. Other Expenses

532100 - COVID Separation Space Rental

539514 - Credit Card Fraudulent Charge

Field Expenses

G-28 Transaction (Central Office Only)

Host Gift

Internet Access

Mobile/Cellular Phone

Office Supplies

Personal/Non-reimbursable

Printing/Photocopying

Travel Agent Booking or Service Fees

Wire Payment Request (RIMT): This is related to Travel Expense Reports that will be paid via Wire, see the KB0032371: How to Process a Travel Wire for more information.

 

   08. Dues & Fees

Bank/Currency Fees

Medical Fees

Passports/Visa Fees - ordinary and necessary to accomplish the official business purpose of a trip; the Travel Expense entry must include an explanation of why such Expenditures are being claimed.

 

   10. Moves/Relocation

Move/Relocation Approval Document

Moving Company Invoice: Please see the KB0032130: How to Manage a Move Trip for more details on this process.

Moving Supplies

Sale of Residence Cost

Settlement of Unexpired Lease

U-Haul