Concur Travel Training

General Travel Procedures Travel requisition submitted before travel Will generate a Purchase Order Travel reimbursement voucher submitted after travel Zero dollar travel reimbursement voucher

Meetings & Conferences Provide a copy of the meeting or conference agenda Agenda should include any meals included in the registration fee Agenda should include start and end dates 20 page agenda with the list of every speaker is not necessary. A truncated agenda that shows the start and end dates and all meals provided is sufficient.

Airline Travel Economy or coach class Travel time Up to three hours prior to flight Up to two hours after flight UCF business should begin the day of or day following arrival Return to headquarters the day or day after business ends Flight change Original and revised itineraries should be submitted to support monetary changes

Airline Travel First class fares are not allowed Business class Fare class between Economy and First class When is business class allowed When at least one segment of the flight shown on the purchased ticket is nine hours or longer AND Full time business activity must begin within 24 hours of arrival Cost considerations should be exercised Prior approval is required from appropriate individual in the department/project and the Vice President

Rental Cars Enterprise must be used Insurance is included State of Florida contract is valid in all 50 states & Puerto Rico UCF contract number 07C1201 Insurance is included Purchase of insurance will not be reimbursed Vehicle should be a compact car Upgrades require justification and comparable quotes Other companies may be used if they have a lower net rate that includes primary insurance and collision damage fee, Enterprise/National doesn’t have vehicles available or due to travel time/distance to Enterprise/National location it’s not cost effective to use Enterprise/National. If renting from a company other than Enterprise/National, collision damage insurance must be purchased.

Lodging Lodging limit of $200 per night base rate for non-conference hotels Provide written justification and quotes for other hotels in the area if rate is exceeded. Quotes should be obtained prior to travel. If hotel receipts aren’t provided, limited to per diem of $80 per day

Foreign Lodging Itemized hotel receipts are required Non-conference hotel Reimbursed using the State Department’s max rates State Department Allowance Rates Lodging receipts not provided Per diem limited to state rate of $80/day Includes meals

Meals Per diem will not be provided for meals included in the conference/meeting fee or hotel registration Per diem rates are as follows: Breakfast: $6 Lunch: $11 Dinner: $19 Brunch counts as breakfast. Receptions don’t count as meals

Foreign Meals Reimbursed using State Department Rates State Department Allowance Rates Must deduct incidental expenses from per diem May not claim $80 per diem for lodging and foreign meals per diem The state of Florida allows for the reimbursement of incidental expenses. Therefore, you must deduct the incidental expense portion from the State Department’s meal and incidental expense rate.

Taxable Personal Travel Lack of business purpose for personal days Business purpose must be documented and support provided Domestic travel Personal days exceed business days International travel Trip exceeds 7 days More than 25% of the days are personal Effective January 1, 2019 departments must complete taxable personal travel template

Personal Travel Worksheet More than two personal days Select domestic or foreign Input Number of personal days Total number of travel days Travel expenses incurred for both business and personal travel Airfare Baggage fees Seat selection fees Transportation to and from the airport Explanation of business purpose Submit with reimbursement voucher Taxable Personal Travel Worksheet

Benefits of Concur Notifies travelers if university travel rules aren’t being followed Including Fly America Act Includes Enterprise/National contract rates UCF can identify where travelers are located Notifications can be sent in case of emergency

Creating a Profile Mandatory fields Name as it appears on ID presented at airport Company information Work or home phone number TSA information Credit card information (PCard preferred) Instructions for Creating a Profile Company Information: Employee ID, Supervisor’s Name & Department/Project name. If abbreviations are necessary, use commonly known abbreviations. TSA information: Gender & DOB

Creating a Profile Optional fields Emergency contact (strongly encouraged) Hotel and air travel preferences Frequent flyer/hotel loyalty programs AAA information TSA Precheck information Assistant/Travel Arranger information

Travel Arranger Travelers may designate a travel arranger Travel arranger must have a profile Traveler must create their own profile Travel arranger may book travel Can book using travel arranger’s PCard

Guest Traveler A UCF employee can book travel for non- employees Available by request, provide one weeks’ notice Click on the “Book for a guest” link Input guest traveler’s information This can be used when booking travel for an interview candidate or a student Guest booking access will be provided only to those who require it. For example, those responsible for booking travel for interviewees. To gain this access, please contact your F&A travel processor. The travel department will contact Concur to request that the access be added. Please provide at least one weeks’ notice to ensure plenty of time for the access to be granted.

Costs Concur offers discounted prices for hotels and airlines Fees Low fare guarantee Fees Online airfare booking: $7 Online agent assisted airfare booking: $10 Agent team airfare booking: $17 After hours: $20 Car or hotel: $0 Conference rate hotels should be booked via conference site Low far guarantee: If the traveler finds a web fare that’s lower than the lowest airfare offered by Concur, agent assisted or online, Concur will refund the fare difference. Conference hotel rates are not available through the Concur website. We encourage travelers to book conference rate hotels via the conference provided site. Concur agents can assist the traveler with getting the conference rate if a booking is done over the phone. However, we feel that it’s quicker and easier to make the booking via the conference site.

Concur Demonstration Concur login is located on the F&A website Book Your Travel Log in with single sign on information http://fa.ucf.edu/

Questions