How to Issue Travel Prepayments in Concur


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

Essential Information

Next Steps

1. Create a Travel Expense Report with the future travel start and end dates in the Report Header:

a. For more information on this topic, please see, KB0032014: How to Submit a Travel Expense Report in Concur.
b. If you are submitting a prepayment for travel expense, a Travel Request should first be created and approved (KB0032013).

2. Select Add Expense.

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

a. In this example, we are using the Conferences and Training expense type.

b. 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:

  1. All fields with a red asterisk are required.
  2. Make sure the Date field is the day of submission and not a future date. 
    1. This ensures that the payment is sent as soon as the invoice reaches Oracle.
    2. If there is a future date, Oracle will hold the payment till the date on the expense line. 

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 the expense(s) added and click Allocate (How to Allocate Expenses in Concur KBA) to add your Chart of Account

  1. Financial Unit
  2. Approver
  3. Project
  4. Task
  5. Fund (only required if not using a Project) 
  6. Function (only required if not using a Project) 

13. 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.

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


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