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Changes in UO Travel Guidelines - March 2018
Commonly used travel account codes
Participant Support Information
Accounts Payable guidelines for participant support payments
Travel News Archive
Travel Authorization/Reimbursement Summary sample
Travel Reimbursement Checklist
Volunteer Form - ORM

Related Step-by-step Procedures

Request Taxi

Open Fullpage View

1.) Select Expense Type 02. Transportation;Taxi

2.) Enter amount

3.) Enter comment to assist approver - why you need taxi expense

4.) Click save

Request Meal Per Diem

Open Fullpage View

1.) Select 04. Meals & Entertainment;Meal Per Diem

2.) Enter any comments

3.) Note that the amount field cannot be edited. Concur will calculate amount allowed based on destination from Header.

4.) Click Save

Rental Car (Optional)

Open Fullpage View

1.) Enter the Amount

2.) Enter the City where you will pick up the car

3.) Enter the city where you will drop off your car

4.) Add any comments that may be relevant, e.g. sharing car with multiple travelers from UO

5.) Click Save

Request Parking

Open Fullpage View

1.) Click Expense Type 02. Transportation;Parking

2.) Enter Amount

3.) Enter Comment to explain expense

4.) Clcik Save

Other Ground Transportation

Open Fullpage View

1.) Click Expense Type 02. Transportation; Other Ground Transportation

2.) Enter approximate amount

3.) Enter comment

4.) Click Save

Airfare segment

Open Fullpage View

1.) Click on Round Trip, One Way or Multi Segment

2.) Enter the approximate amount of airfare

3.) Enter Outbound information, include preferred departure time

4.) Enter Return information

5.) Click Save

Hotel segment (Optional)

Open Fullpage View

1.) Enter amount

2.) Enter City

3.) Verify check in and check out dates

4.) Click Save

Create a Request

Open Fullpage View

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

2.) On the top navigation bar, click Request, click Create New, New Request

3.) Request Header

Enter required fields, indicated by a red bar. Business purpose should be thorough and complete and clearly demonstrate the benefit to the university. Once you have entered all required fields, click the blue Save button. This will open the Segments tab where you will enter any airfare, lodging, rental cars or train segments needed for your trip.

4.) Segments

Click on the Segments tab. This is where you will enter the transportation and lodging portions of your trip. Once your report is approved, you will get a Book button on the request. See additional instructions for how to book from an approved Request.

5.) Expenses

Click on the Expenses tab. Click on Expense Type, enter the required information. (Required fields are indicated by a red bar.) The following examples are provided for the most common expenses.
Click Save.

6.) Submit Request

Once you are satisfied that everything is correct, click Submit Request.
If you have requested personal travel in conjunction with your business trip, the request will be reviewed by the Travel Office for compliance prior to department approval. You must provide comparison airfare for business vs business + personal travel. It is preferred that you obtain this quote from your Travel Management Company.

Approve an Expense Report

Open Fullpage View

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

2.) Click on the Expense tab

3.) Select the report you wish to review

4.) Review

As an Approver, when you review the report, you are looking for the following:
• Business purpose is complete and demonstrates benefit to UO.
• Correct index is being charged
• Expenses are within budget limitations

5.) Review Travel Allowances

Click on Details>Itineraries. Review the assigned itinerary for correction locations and dates.
Click on the Expenses & Adjustments tab. Review the meals provided are checked where appropriate.
Click on the Reimbursable Allowances Summary tab. Review amounts, if above allowable limit, appropriate justification is needed.

6.) Review Trip Totals

Click on Print/Email>*UO-Detailed Report with Summary Data
(Make sure pop-ups are allowed)
Scroll to the bottom to see the Expense Type totals, Report totals, Total due Employee, etc.

7.) Review attachments

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.

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