Concur Travel How-to and Videos
Is pre-payment an option?
Advance payments for foreign airfare, shuttles, registration fees, etc. may be paid with enough advanced notice (minimum 3 weeks) with a Purchase Order, via Procurement Card, or campus ghost card (airfare only), for those not eligible for the UCR T&E Card. If you personally pay these fees in advance they will not be reimbursable until after the trip has been completed. Please contact emnadmin@ucr.edu if you have any questions.
When should I submit a reimbursement?
All reimbursement requests for travel expenses are routed through Concur UCR’s online travel expense reporting system. Travel expense claims should be made within 7 days of the completion of the trip. However, claims must be made within 21 days. Once we have all necessary info and required uploaded receipts, your request will be routed for approval and it will be submitted to UCR’s Accounting Office for reimbursement. It can take up to 2-3 weeks to receive reimbursement.
What receipts are required?
Please save and submit all original receipts. Airline ticket receipts/itineraries, hotel bills, rental car receipts, registration fee receipts (any larger expense receipts provided to you electronically) are to be submitted in PDF form included as attachments with your expense report. All receipts must be itemized and show “form of payment”. Only the cost of ACTUAL meals can be claimed for reimbursement not to exceed the maximum daily limit of $79.00. There is no “per diem” for any domestic travel. The Concur system will indicate whether or not a receipt is required based on the category and amount.
Can I pay for someone else's travel?
You may NOT pay for another traveler’s expenses including hotels, meals and rental cars. If you are planning a group travel event, please reach out to your travel coordinators for more detailed guidelines and restrictions as some shared expense exceptions can be made.
When do I need a flight comparison?
A flight comparison must be done at time of all bookings for the following reasons:
- If a Traveler adds additional non-business related locations or dates to the trip.
- If a Traveler extends a business trip for personal reasons prior to or after the scheduled date of the meeting/conference.
- If a Traveler begins or ends a trip in a location other than their home for personal reasons.
- If a Traveler takes an indirect route to a business location.
- If a Traveler uses a personal vehicle in lieu of flying they must also have Chair’s approval in writing.
The flight comparison must be done at the time of booking a trip to show that personal time taken did not cost the university any additional cost. Charging travel expenses to UCR when they are going to be reimbursed by a third party is not allowable. If a meeting/conference host will be reimbursing you for your airline ticket, the traveler must prepay this and you cannot have it purchased by the university.
Can meals be claimed for 1-day trips?
Reimbursement of meals may not be claimed for trips less than 24 hours without an overnight stay (mileage only).
Am I covered by University Insurance while traveling?
You should register ALL trips at the site below, even those not booked directly through Concur, prior to traveling so that you are covered by University Insurance while traveling.
Do I need to pay for parking at another UC?
If a faculty member, staff or graduate student from another UC campus comes to visit and they have a parking permit from their own campus they can show that parking permit along with their UC identification card to the parking kiosk and get a complimentary parking pass for use on UCR’s campus for the day. This does not apply to Undergraduate students from other campuses.
Please contact emnadmin@ucr.edu if you have any questions, thank you.
Please refer to this link when you are not sure what can and can't be purchased with the Travel & Entertainment Card (T&E) as well as the ProCard (PCard).
(DME) DECLARATION OF MISSING EVIDENCE
Instructions: Use this form if you have lost or missing receipts and are claiming reimbursement.
Check out the Concur mobile app guides to learn how to download and use the mobile app. The free Concur Mobile is designed to enhance the travel experience. Mobile allows you to book travel arrangements, arrange for ground transportation and check flight status. In addition, you are able to capture receipts by taking pictures with your smartphone, uploading into your Concur profile, and attaching to your expense report while traveling.
Per the University of California Office of the President
It is the responsibility of the traveler to understand which expenses can be reimbursed according to the University of California Business and Finance Bulletin G-28 Policy and Regulations Governing Travel and U.S. Government regulations, and to report their actual travel expenses in a timely and ethical manner.
Each campus Controller's Office provides oversight of which travel expenses are allowable on their campus.
- G-28 Travel Regulations
- AB 1887 Travel Prohibition to Certain States Using State Funding Source
- Fly America Act
- Travel Risk and Insurance
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Use of University Vehicles
BFB-BUS-46: Use of University Vehicles
University Vehicles
A variety of vehicles are available for your use through campus Fleet Services. Vehicles may be rented on a daily or weekly basis or through a monthly or yearly lease agreement. In order to drive UCR Fleet vehicles you must submit a form for fleet personnel to access your DMV driving record. For questions, please contact Fleet Services at 951-827-2277 or emnadmin@ucr.edu .
- Travel – Policy, Regulations, and Procedures
- Travel Advances
- Travel & Entertainment Corporate Charge Card
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Expenditures; Campus Hospitality
200-44 Expenditures; Campus Hospitality
Entertainment Expense Reimbursement Requests
All reimbursement requests are now processed directly through your Concur profile.
For reimbursement of entertainment expenses you will need to provide a list of attendees including their names, titles and relationship to UCR, the business purpose of your meeting/meal, etc. plus the original itemized receipt and form of payment.
If you wish for a spouse or guest to attend a business event we will need exceptional approval from the Dean’s office PRIOR to the event which takes 7 days. Please ask in advance whether or not alcohol is covered, each department has different guidelines. Any reimbursements requiring exceptions to policy may not be reimbursed from state general funds or federal funds. All departments are reminded to keep expenditures for alcohol to a reasonable percentage of the total food bill. Please be prudent in spending University funds for entertainment.
Maximum per-person expenditures for entertainment including tax and tip are:
- Breakfast - $31
- Lunch - $54
- Dinner - $94
- Light Refreshments - $22
*Steps on how to complete this process have been included in the how-to videos, provided above. If you still have questions or need additional assistance with this process after reviewing training and the provided videos, please contact emnadmin@ucr.edu .
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Use of Privately Owned Automobiles on University Business
900-45 Use of Privately Owned Automobiles on University Business
Personal Car Mileage Reimbursement
The University reimbursement rate for personal car usage changes periodically and is based upon IRS guidelines. Expenses for fuel are included in the mileage rate calculations and will not be reimbursed separately by the University.
If traveling by air is the normal method of travel and you will be driving instead, department chair approval is needed PRIOR to your travel and flight comparison must be done as well. An email to/from the department chair is acceptable. Please make sure to CC emnadmin@ucr.edu on these types of correspondences.
- Vehicle Accident and Damage Reporting
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Vehicle Rental and Hotel Accommodations
900-80 Vehicle Rental and Hotel Accommodations
Rental Car Agencies
The University contracts with several rental car agencies from which cars may be rented at a pre-negotiated rate. These rates include collision damage insurance within the United States. Optional insurance and upgrades are NOT reimbursable and, if accepted, are at the user’s expense. Please do not select prepayment of gas/fuel. You will not be reimbursed Collision damage (or liability damage) insurance is required when traveling in Hawaii, Canada, Mexico, and all other foreign locations, and will be reimbursed by the University.
Book your rental car online through Concur.