There will be a new Request User Interface (UI) in Concur Starting October 2nd. The process outlined below will not change but the screenshots will be outdated. We'll be working on updating all related knowledge base articles in the upcoming weeks. In the meantime, here is a video on the new UI updates.
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
- Employees should use their Travel & Entertainment Card and reconcile in Concur for all trip-related payments and advances.
- This is specific to Travel Wire Transfers (Foreign) - one payment method in the Travel Expense reconciliation process.
- Use a wire only if there is no other option, e.g., reimbursing a non-employee traveler who resides overseas.
- Reference KB0032014: How to Create a Travel Expense Report in Concur for more comprehensive information on reconciling travel expenses on a Concur Expense Report.
- It is recommended to read and understand Travel Policy and requirements for travel wires, reference the Travel: Request a Wire Blink page for more information.
- Be aware that sending a wire has inherent risks and is costly, ensure all data is accurate.
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
- For trips requiring payment(s) in advance of travel, you would be submitting multiple Expense Reports, i.e. Expense Report(s) with prepayment(s) and the last Expense Report which serves as Final Reconciliation after the trip occurs
- After you've completed the prerequisite steps listed above, log in to Concur.
2. Select Expenses
3. Open the applicable Expense Report in Concur to add the expense to be wired.
4. Within the Travel Expense Report, add the KB0032203: Travel Expense Type that is related to the wire prepayment.
a. For instance, if a wire payment needs to be issued to a foreign entity for registration, you would select the Concur Expense Type: Seminar/Conference Registration.
5. 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:
a. For Payment Type, select Payment to Payee (Non-employee) - Wire
b. Select the appropriate foreign supplier for the fields:
1.Payee (Non-employee) #/Name
2. Payee (Non-employee) Address
c. Attach the invoice to the Expense
d. Click on Save and Add Another Expense to add the Travel Wire Form.
e. 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.
Filling out the Travel Wire Payments Form
1. When completing the Travel Wire Payments Form (PDF), the following fields need to be filled out:
- Payee/Supplier Name
- Payee/Supplier Remit Address
- Payee/Supplier Bank Account Number
- IBAN Number (Europe - length varies)
- BSB Number (Australia wires - 6 digits)
- Bank Name
- Bank Address
- BIC/SWIFT Code (8-11 digits alphanumeric)
- USD amount
- Foreign amount
- Foreign currency code
- Payee/Supplier ID #
- Payee Supplier Name
- Concur Request ID/Report ID
- Chart of Account (CoA) Information
- Amount
- Entity
- Fund
- Financial Unit
- Account
- Function
- Program
- Location
- Project
- Task
- Requestor Name
- Financial Unit Approver's Signature
- Financial Unit Approver's Email
- Date
Adding the Travel Wire Payments Form
1. To add the completed Travel Wire form, select the Expense Type: Wire Payments Form.
2. In the Comment field, enter the Business Purpose for the wire payment and attach the completed Travel Wire Transfer Payments Form.
3. Select Attach Receipt Image to attach form.
4. Then click Save Expense.
Submitting the Travel Wire-Expense Report
- Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report.
- The Travel Expense Report with the wire prepayment will enter the Approval Flow to be reviewed by the appropriate Approvers.
- The Travel & Expense (T&E) team will review for proper completion and submit to Payment Services to process the wire payment.
- Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details.
- For all payments made in advance of travel, including wire prepayments, you must claim the total amount of prepayments/advances, in USD, as University Prepaid (Payment Type) on the final Travel Expense Report, Final Reconciliation (KB0032014, How to Submit a Travel Expense Report in Concur).
Traveler Reimbursement by Wire (Final Reconciliation)
- For reimbursement to a Non-Employee Traveler, you would claim all applicable travel expenses to the Expense Report per the respective process in Concur.
- The key point is that for all reimbursable expenses specific to a Non-Employee Traveler who resides overseas, you must ensure proper selection of the Non-Employee Foreign Traveler (payee) and Wire Payment Type.
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 for Final Reconciliation of the trip including: e.g. University Prepaid, 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:
7. For Payment Type, select Payment to Payee (Non-employee) - Wire
8. Select the appropriate foreign Supplier for the fields:
a. Payee (Non-employee) #/Name
b. Payee (Non-employee) Address
9. Attach the receipt(s) to the expense, select Add Receipt Image.
10. Click on Save and Add Another Expense:
a. 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.
11. Repeat these steps for all applicable expenses being reimbursed by wire to the foreign traveler or proceed to adding the Travel Wire Form.
Adding the Travel Wire Payments Form
1. To add the Travel Wire form, select the Expense Type: Wire Payments Form.
2. In the Comments section, provide the Business Purpose for the wire payment and select the Attach Receipt Image box, to attach the completed Travel Wire Transfer Payments Form.
3. Click Save Expense
Submitting the Travel Wire-Expense Report
- Once you have added the Expense Types and attached all necessary document(s) to the Expense Report, you may submit the Travel Expense Report.
- Please refer to: KB0032014, How to Submit a Travel Expense Report in Concur for further guidance on submitting the Expense Report.
- The Travel Expense Report will enter the Approval Flow to be reviewed by the appropriate approvers.
- The Travel & Expense (T&E) team will review for proper completion and submit to Payment Services to process the wire payment.
- Once the wire payment is issued, you will be notified by the T&E team with the final wire payment details.