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 only 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. In Concur, 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 and currency:  Please have your traveler provide the detail of the receipt in English including date of expense, vendor, what was purchased.  Use the Concur currency conversion tool or the traveler may provide a credit card statement to claim the actual currency conversion.

Receipts for Airfare must have the following elements:

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

Itemized Hotel receipts are required and must show the following:

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

Itemized receipts are required for the following:

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

For claiming expense reimbursement when someone else has paid:

A non-employee's credit card receipt is used to substantiate an employee's business travel expenses.  In recent years, significant others and even married couples quite often do not share the same last name.  Requiring a signed attestation from the credit card owner is an assurance that the receipt can be reimbursed. 

The statement should include in the verbiage that the employee has reimbursed 'name of the credit card holder' for the expense unless they are a legally married couple.  The note should include the nature of the expense, the amount, dates, and location.   If someone besides the employee pays for business expenses directly without the employee having an obligation to repay them for those costs, the costs are not reimbursable to the employee.

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/UO 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 or travel@uoregon.edu

Cash Advance Promissory Note

Cash Advance Terms and Conditions

Cash 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 Cash Advance administrator at 6-3158 for information and to have Cash Advance option 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, qualifying 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 Cash Advance administrator 6-3100 or travel@uoregon.edu. Cash 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.  Cash Advance direct deposits are part of the Accounts Payable weekly payment processes.  Payments are deposited approximately one week prior to travel.

3.  A travel reimbursement must be submitted to clear your cash advance within the IRS 60 day guideline.  IRS guidance indicates advances must be cleared within 120 days of travel or the loan may be considered taxable. The reimbursement will be applied to the outstanding cash 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, Concur will automatically create a receivable and a notification will be emailed and will include directions to pay the balance electronically in duckweb.