Business Affairs

For Foreign Visitors, please refer to: Travel Expense Reimbursement Eligilility: Persons Eligible for Travel Expense Reimbursement: Procedure - Reimbursement for International Visitors:

UO Employees and students may need to be activated through Accounts Payable to be reimbursed for travel expenses. Non employees must be set up as a vendor through Accounts Payable. A/P Vendor set up

Requests to reimburse travel expenses must be made in Concur. Reimbursement is made only after travel is complete. Reimbursements must be accompanied by itemized receipts showing payment of the expense, when required.

Employees Traveling Together: A traveler may not claim per diem for another UO employee.

• Meals: A traveler may be reimbursed for another UO employee's meals with an itemized receipt showing payment.  The maximum allowable reimbursable amount is limited to actual expense, up to the allowable meal per diem rate.  Use the Group Meal expense type.

• Hotels: A traveler can be reimbursed for someone else's lodging with business purpose and a receipt showing they incurred the expense.

Vendors/Merchants/Providers: Direct payments to provider/merchant (hotels, rental car direct bill) must be processed as an invoice in Banner using a travel account code. Commonly used Travel Account Codes. UO Travel policy limits apply.

Independent Contractors: Reimbursement for services provided by an independent contractor operating as a company rather than as an individual must be paid as an invoice in Banner and coded to a tax reportable account code 24599. The amount is added to their 1099 at year end. Be sure to review travel payment provisions on the PSC contract. If travel expenses are reimbursed through Concur, refer to Persons Eligible for Travel Expense Reimbursement (7) Non-Employees/Volunteer Workers/Independent Contractors.

Independent Contractor Payment Options:

• (a)Fixed Fee (preferred method): Travel/miscellaneous expenses are paid by the independent contractor. A fee is paid for their services using the Personal Services Contract form (PSC). No receipts are required by the UO. Receipts are retained by the independent contractor. The total amount is reported on a 1099 at the end of the calendar year.
• (b)Fee Plus Expenses (paid by contractor and reimbursed by UO): Reimbursement is made via the campus travel reimbursement process, in accordance with campus travel policy and the IRS Accountable Plan rules. The PSC must state that travel/miscellaneous expenses will be reimbursed separately. Independent contractor pays their travel/miscellaneous expenses personally and applies for travel reimbursement after the trip is complete. Include a copy of the PSC with the travel reimbursement. Receipts are required.
• (c)Fee Plus Travel Expenses (travel by UO directly to vendors): The PSC must state that travel/miscellaneous expenses are paid separately. Airfare is purchased through one of the UO contract travel agencies. Upload a copy of the PSC to the airfare authorization. Lodging is paid directly to the vendor up to applicable per diem plus tax. Incidental and personal expenses must be paid by the independent contractor. Meals can only be reimbursed if they have not been hosted and are paid at current per diem rates. Miscellaneous expenses, i.e. taxis, phones, etc. may be reimbursed as allowable by UO travel policy.
• (d)Travel Expenses Only (paid by contractor and reimbursed by UO): No PSC is required. If the independent contractor does not charge a fee for their services, there is no PSC. The contractor pays their travel expenses personally and applies for reimbursement. Travel reimbursement is processed in Concur using the Guest process; receipts are required. Or the UO may pay for expenses through vendors as described in (c).

Reimbursements must include a copy of the conference/meeting brochure, email, or letter of invitation showing the location, dates of the conference/meeting, and agenda. The IRS states that the convention/conference/meeting agenda or program generally substantiates the purpose of the conference/meeting and that attendance at the conference/meeting benefits the individual's official duties and responsibilities of their position and helps document the travel expense. If this is not obvious, state the benefit or role.  (Agenda examples:  Agenda at a glance, electronic schedule showing traveler's personal schedule, program pages marked with sessions attended.)

Applicable meal per diem may not be claimed if a meal is provided and consumed as part of a hosted function (e.g., a conference registration fee includes a meal). Banquets or special meals served at conferences that are in excess of the per diem are an allowable expense and are coded to expense type: Registration Fees. For reimbursement, documentation such as the brochure or registration form must be provided verifying the meal expense, with a receipt showing payment. For travel day meal reimbursement, see additional information under MEAL AND INCIDENTAL EXPENSES

Conference Lodging:  Exceptions to standard lodging per diem may be provided for conferences & meetings. Lodging may be reimbursed at actual and reasonable cost with appropriate documentation such as a conference brochure/website that shows all of the following:

• Assigned conference hotel(s), and
• Lodging rate assigned to the conference, and
• Lodging receipt that shows the amount paid.

Conference Registration:  Conference registration fees are normally paid in advance by a departmental PCard. However, if the fee is paid by the individual, reimbursement may be claimed after travel is complete and may be included in the travel reimbursement. Documentation for registration fees may include conference brochure and/or registration forms identifying the applicable costs and a receipt showing payment. Use expense type: Registration fees. Commonly used Travel Account Codes.

Conference Social and Recreational Activities: Social/recreational activities associated with a business conference are usually not reimbursable or payable. If you think a social activity is applicable and should be reimbursed, write a justification and submit it with the reimbursement.

When required, itemized receipts showing payment must be provided. Credit card receipts/statements or bank statements are seldom accepted for reimbursement since they normally do not describe the detail of the expense. Check copies are not accepted. Receipts in a foreign language must be converted to US dollars and translated into English. A credit card statement may be supplied to show actual currency conversion.

Receipts for Airfare must have the following elements:

• Passenger name
• Detailed itinerary
• Ticket number
• Payment information

Original itemized Hotel receipts are required and must show the following:

• Traveler's name (or names)
• Date(s) occupied
• Itemization of Charges
• Settlement in Full

Receipts are required for the following:

• Airfare/Train/Bus (such as Amtrak and Greyhound)
• Banquet or conference meals over the per diem
• Lodging
• Conference Registration
• Car Rental
• Expenses for other people
• Foreign transaction/currency exchange fees
• Visa and Passport expenses
• Expenses for supplies e.g. paper, books, supplies, etc.
• Printing and copies
• Museum admission fees when related to business
• Film or Theatre admission fees when related to business
• Airline Baggage fees $25.00 and over
• Parking $25.00 and over
• Phone Calls $25.00 and over per phone call
• Internet for business $25 and over per use
• Miscellaneous travel expenses $25.00 and over
• Taxi, Shuttle, Limos, Inner City Rail, or Bus  $75.00 and over

If an overpayment occurs on a travel reimbursement, repayment must be made within 120 days of overpayment as per IRS Accountable Plan. A check for the overpayment, issued to the University of Oregon is given to the department travel coordinator or business manager. Check is deposited to the index from which it was paid and a copy of the deposit slip is uploaded to the reimbursement, with explanation.

US Bank One Card corporate card application form

US Bank One Card corporate card application form  instructions

UO employees who travel for university business may apply for the UO One Card corporate Visa card for convenience, security and flexibility when paying for business travel expenses.   This is a corporate bill/corporate pay card and carries no personal liability to the cardholder.

Processing expenses in Concur:  Reimbursable travel expenses charged to the One Card are paid by the university; the traveler is responsible to reconcile all expenses through a Concur travel expense report.  You must wait for the One Card expense to appear in the Concur profile to process the report which may take up to one week from the transaction date.  The card is only for reimbursable travel expenses and cannot be used for any personal expenses or cash advances.  Travelers claim meal per diem per UO policy, not actual meal expense.  If a meal is charged to the card, it is marked using Expense Type:  Personal/One Card/Non Reimbursable and will be deducted from the reimbursement.

• Eligibility: Applicant must be a UO employee with at least .5 Full Time Employment (FTE) and forecast pay. The application is on  forms.uoregon.edu, under Business Affairs/Travel.  You must electronically sign the agreement and be approved by a department budget authority.  The travel office will review your application and will submit to US Bank. We will alert when your card arrives (about 5-10 business days).  It will be available for you to sign for and pick up at the Travel Office at TUC - Thompson University Center.  As a UO business traveler you will remain eligible for the card as long as you remain a UO employee, reconcile charges promptly and use the card according to the One Card agreement. If your employment with UO is terminated for any reason, you will need to relinquish your card immediately.
• Insurance: Insurance coverage is provided by the Central Travel System (CTS) and covers $500,000 for death and lower amounts for dismemberment, and $1,500 lost luggage in addition to airline payment. Oregon worker's compensation covers employees on the job (ORS 656.204). Death benefits vary depending on marital status, spouse working, number and ages of children, and salary. Disability coverage is also offered. Corporate Card Insurance
• Lost or Stolen Cards: Cardholders are responsible for notifying U.S. Bank immediately by calling 1-800-344-5696 of any loss, theft, or unauthorized use of their card. Cardholders are also responsible for notifying the UO Program Administrator at 541-346-3158.
• Card Activation: Upon receipt of your card, contact U.S. Bank at 1-800-344-5696 to activate the card. All cards are mailed inactive to prevent fraud. You will need to provide the UO tax id number in place of a Social Security number to activate, as well as the default mailing address:  (Go to the US Bank One Card button and view link for One Card Guidelines for this information.  Requires duckid for access)

Upon receipt of your card, please read all correspondence from U.S. Bank for a clear understanding of the corporate card program. If you have questions, call the program administrator at 541-346-3158

Cash Advance Promissory Note

Cash Advance Terms and Conditions

Travel Advances may be requested from and approved by Business Affairs within Concur under limited circumstances - primarily for employees traveling with student groups who pay for expenses and distribute meal per diem for students.  (Please call the Travel Advance administrator at 6-3158 for information and to have Travel Advance activated in your Concur profile.) Transportation expenses such as airfare, train and personal vehicle mileage cannot be advanced.  Air and rail should be purchased through the UO TMCs (Travel Management Companies) or using the Concur booking tool and charged to the university credit card.   Infrequent travelers who only travel every few years may apply for the One Card Visa travel card for their individual travel expenses. 

• Applicant must be a UO employee with an appointment percentage of .5 or greater. Student employees are not eligible.
• Requests must provide the business purpose of travel and a detailed description of funds requested.
• The minimum amount is $200 per person. Advances are issued for 80% of expected expenses. Exceptions may be considered when traveling with a student group or paying for expenses for others.
• Advances cannot be issued to an employee with previous outstanding travel advance.
• Late fines and billing charges may be assessed if the travel advance is not cleared by the due date.
• If the advance is not paid back, a deduct will be placed on the employee's payroll check. When this happens, the employee will no longer be eligible to receive travel advances

How to request an advance:

1.  Contact the Concur Travel Advance administrator 6-3100. Travel Advances are requested as part of the Concur Pre-Travel Approval Request at least 7-10 days prior to travel.  Advances will be processed as a Direct Deposit; check Duckweb to see that you have Direct Deposit set up for Accounts Payable Direct Deposit (different from Payroll).  Go to Duckweb: Employee Information tab; Pay Information; Direct Deposit; Update Direct Deposit Allocation; and then check the Employee Reimbursement and Student Refund check box. The advance may include meals, lodging and miscellaneous expense items such as taxis or fuel.  The UO does not advance for air (use the UO TMCs or Concur booking tool) or private vehicle mileage.

2.  Direct Deposits are processed Tuesdays, Thursdays and Fridays. Payments are made 4-7 days prior to travel.

3.  A travel reimbursement must be submitted within the IRS 60 day guideline to clear the travel advance. IRS says that advances must be cleared within 120 days of travel. The reimbursement will be applied to the outstanding advance. If the reimbursement amount is greater than the advance, a payment will be issued for the difference. If the reimbursement amount is less than the advance, attach a check for the difference to the travel reimbursement form. If the travel reimbursement is approved in the department rather than the Business Affairs Office, forward the check to the Travel Office with a note indicating the Traveler Name, UO 95#, and Banner trip identifier