Reimbursement Rates

Travel Reimbursement Rates

GSA Lodging and Meal per diem rates (starting March 27, 2018)

Related Step-by-step Procedures

Accounting for personal expenses on One Card

Open Fullpage View

1.) One Card Charge appears in list of Available Expenses

It can take up to 15 days for these transactions to appear. Be sure to allow enough time for all One Card charges to appear before processing Expense Report.

2.) Import charges to Expense Report for the correct trip

3.) Change non reimbursable expense to Expense Type Personal/One Card/Non-Reimbursable

4.) Complete required field(s)

5.) Itemize any personal charges on hotel bill

If meals or other personal expenses are on the hotel bill paid with One Card, itemize those expenses as Personal/One Card/Non-reimbursable to deduct from the traveler's reimbursement. In the event the traveler has charged more non-reimbursable expenses on the One Card than their total reimbursable amount, a receivable will be created for the traveler to pay back the overage.

6.) Click Save

7.) Paying back any overages.

Log into DuckWeb using your 95#. Navigate to Employee information>View UO Billing Account History. Click on the QuikPAY® Billing Account link to make a payment.

Create an Expense Report

Open Fullpage View

1.) Log in to Concur using your Duck ID and password.

2.) From the top menu bar, navigate to Requests.

3.) Locate the Request associated with the trip you are reimbursing.

4.) In the “Action” column on the right, click on the blue “Expense” button.

5.) Report Header

Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info.

6.) Verify or enter required fields. (All fields marked by a red bar are required.)

• Select or verify the correct policy. (UO policy for employee travel, Guest Policy for non-employee or student travel.)
• Expense Report Name: Include Destination, Date of travel. If guest travel, use the guest name as part of the report name.
• Report/Travel Start Date – enter the date traveler departed
• Report/Travel End Date – Enter the date traveler returned
• Traveler Type – Select from the drop-down
• Trip Type – Select from the drop-down
• Does this trip include personal travel? Select from drop-down
• Personal dates of Travel- fill in
• Business purpose – Should be complete and thorough enough to demonstrate the benefit to the UO.

7.) Click Next in the bottom right of the screen

Travel Allowances Pop-up will open

8.) Click Yes if Meal Per Diem or Lodging expenses will be included

9.) Import Lodge Card and One Card expenses

10.) Continue adding new expenses as needed

Complete required fields for each expense. Upload receipts.

11.) Add supporting documentation

The IRS says supporting documentation substantiates the business purpose of a trip and shows benefit to the individual and institution.
Attach by going to New Expense - expense type 08. Other> "Conference Info and Agenda" or "Other Supporting Documentation."
Complete required fields. Click Attach Receipt>Select receipt from your Available Receipts or from a location on your computer.

12.) Submit Report or Notify Employee

If you are entering the report as a delegate, click the orange Notify Employee button. If you are the traveler, click the Submit Report button.

Approve a Request

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1.) From the Concur home page, Click Approvals on the navigation bar

2.) Click on the Requests Tab

3.) Select the Request you wish to review

4.) Review:

Review:
As the Request Approver, review the following:
• Header:
o Business purpose is complete
o Request name includes destination and date of travel e.g. Chicago, ABC Conference, Mar 2019
o Request name includes guest name if Guest travel e.g. Charlie Brown Mar 2019
o Travel is appropriate and in line with UO mission
o Funding source is appropriate (this can be changed on the Expense Report)
o Travel dates
 If personal travel included, an airfare comparison is attached demonstrating no additional cost to UO
• Segments
o Includes transportation, lodging, etc.
• Expense Summary
o Includes any anticipated expenses. Taxi, registration, mileage, etc.

• Attachments
o Includes a comparison airfare quote if personal travel is included
o Includes any department required attachments

• Available Actions:
o Approve the request
o Approve the request and forward it to another approver (if another department is funding the travel or needs to approve)
o Send the request back to the user with a comment to perhaps change and resubmit the request or to decline the request

How to Log into Concur

Open Fullpage View

1.) In your browser go to concur.uoregon.edu

2.) Login using your duck ID

Adding Hotel or Rental Car to an Approved Request

Open Fullpage View

1.) In your own profile, navigate to Travel from the black navigation bar.

2.) Click on Arrangers

3.) Click on Upcoming Travelers

Click on the drop-down for Quick Search, select time frame.
Click Search.
You can filter by name, if you lokr.

4.) Click on the link for the relevant trip

When the Trip Actions window pops up, select Change Trip

5.) New window opens, click on Car or Hotel on the right side of the Trip Overview screen.

Booking Travel from an Approved Request

Open Fullpage View

1.) Navigate to Requests from the black navigation bar.

2.) Your Active Requests will appear.

3.) Click on the Book button in the Action column of the relevant Request

4.) Your Travel Request Itinerary opens.

Review information.

5.) Click Proceed to Booking button

Search results will open.

6.) Select desired flights

You can shop by fares, or shop by schedule by clicking on the appropriate tab. Use the slider bars on the left to adjust times. Select the desired flights to continue.

7.) Review and Reserve Flight

On this screen, review all the information. Be sure you have the correct traveler information and the dates and flight times are correct. Any changes after purchase will incur fees.
If anything needs to be corrected, click the blue Back button at the bottom of the page. (Do not use the back arrow.)

8.) Select a Method of Payment

This should be the Lodge Card associated with your TMC.

9.) Reserve Flight and Continue

If everything is correct, especially the traveler name, click the orange Reserve Flight and Continue button at the bottom of the page.

10.) You may skip Car and Hotel and return to book those segments at a later time.

11.) Be sure to move to the bottom of each page to click the button to move forward.

There are 3 to 5 review screens, depending on how many travel components you book. On the last page, click "Confirm Booking".

Enable E-Receipts in Concur

Open Fullpage View

1.) Log in to Concur

2.) Click on the Profile button, then click Profile Settings

3.) In the Profile Options, Click on E- Receipt Activation

4.) Review the statement and click to agree. If you decline, you will not receive E-Receipts.

5.) After clicking Agree, there is no notification. You will see the following.

Create a Request

Open Fullpage View

1.) Log in to Concur at https://concur.uoregon.edu using your Duck ID and password.

2.) Navigate to Request, click Create New, New Request

3.) Request Header

Enter required fields, indicated by a red bar. Business purpose should be thorough and complete.

4.) Segments

Click on the Segments Tab. This is where you will enter the transportation and lodging portions of your trip.

5.) Expenses

Click on the Expenses tab. Click on Expense Type, enter the required information.
Click Save.

6.) Submit Request

Once you are satisfied that everything is correct, click Submit Request.

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