FAQ

Itineraries are only used in expense reports if a traveler is requesting reimbursement for meal expenses and/or OCONUS lodging expenses. An itinerary should be utilized to create the appropriate per diem expense entries for each overnight travel location.

Itineraries can be deleted from the Available Itinerary list. An itinerary assigned to a report must be unassigned and then can be deleted.

Itineraries can be removed from an expense report at any point prior to submitting the report. Caution: removing an itinerary or itinerary stop from a report will also remove all related Fixed Meal and/or Fixed Lodging expenses.

In an expense report on the Details menu select Available Itineraries. The Assigned Itineraries section shows any itineraries assigned to the report. An itinerary must be Unassigned before it can be deleted in the Available Itineraries section of the page.

In the Available Itineraries section an itinerary can be selected and the Delete button clicked to delete the itinerary.

Note:

1. An Itinerary with a padlock in the column to the left of the Actions column cannot be deleted. The padlock indicates the itinerary is attached to an expense report that has been submitted.
    
2. Deleting an itinerary that is assigned to an unsubmitted report will remove the itinerary and all applicable Fixed Meals and/or Fixed Lodging entries from the report.

Per diem expenses are added by clicking Details->New Itinerary to create and itinerary which will alllow Concur to calculate and create the daily per diem expense entries.

Click Next to get to the Assigned Itineraries tab. This is where you can select an Assigned Itinerary to edit it, or to unassign and delete it. If the Assigned Itinerary is correct, click Next to go to the Expenses & Adjustments tab.

Once in the Expenses & Adjustments tab, if any meals were provided during travel by a conference, a business group meal, or another source, select the checkbox corresponding to that Provided Meal to remove that meal allowance from that day's per diem. Meals presumed to be eaten at home or purchased on a PCARD are not considered Provided Meals. In the event all meals for a day are provided, no meal per diem can be claimed for that day. However, the incidental per diem amount ($5 for CONUS travel, variable for OCONUS travel) may still be claimed at the traveler's discretion.

In compliance with the University Travel Policy, for the first and last travel days, Concur will prorate those day's meal per diem to 75% of the overnight location's allowance. Travelers will get this amount regardless of travel time of day or duration of the day's travel.

Select the Expenses & Adjustments link on the Details menu of a report. Meals provided at a conference or group meals must be identified as "provided meals." Select the appropriate checkbox for each provided meal to reduce per diem allowance amounts per the Travel Policy. After all provided meals have been identified, select Create Expenses or Update Expenses to create or adjust per diem expense entries in the expense report.

Every itinerary must consist of two (2) rows minimum. The first row contains the departure from a home/campus location and arrival at a destination; the second row contains the departure from a travel destination and return to the home/campus location.

An itinerary should have as many rows as needed to record arrival at each new overnight stay location.

Adding multiple non employee reports for travel on the same dates directions

The application allows SAP Concur support staff to add locations for the City search list.

To request the addition of a CONUS location, please submit a request to the SAP Concur Helpdesk. Include the name of the City, the State abbreviation, and the ZIP Code. The U.S. ZIP Code Lookup application is an excellent resource for the information required to add a new location for CONUS travel.

To request the addition of an OCONUS location, please submit a request to the SAP Concur Helpdesk with as much information as possible on the location: the country and province where applicable, a well-known location nearby, anything that will assist the HelpDesk match the new location to an appropriate per diem rate.

The Office of Government-wide Policy (OGP) confirmed when the M&IE is reduced to 75% the full cost of a provided meal is deducted and that the meal itself is not reduced at the 75% rate based upon §301-11.18 of the FTR.

For example, the M&IE rate for Chicago is $74.  First day of travel would be $55.50.  If breakfast was provided ($17), the new calculated M&IE for the first day of travel would be $38.50.  The total amount of meal deductions cannot result in a lesser amount than the incidentals authorized for the location, in this example for Chicago that would be $5.

For CONUS (contiguous US) travel, lodging is reimbursed by the actual amount spent. For OCONUS (Outside of contiguous US) travel, lodging is reimbursed by per diem in addition to meals and incidentals.

The Overnight checkboxes are applicable to OCONUS travel only, for use when traveler is not being reimbursed for lodging by per diem. Select the Overnight checkbox to exclude a day's lodging per diem from the reimbursement request.