Per Diem (Travel Allowance)
Does every expense report require an Itinerary?
Itineraries are only required on 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.How many rows must an itinerary have?
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 an 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.
How do I delete an Itinerary?
An itinerary may be deleted from the Itinerary List page.To view the Itinerary List page:
- select the View & Edit link shown to the right of the Itinerary List menu item on Concur Central;
- select the Itinerary List link near the top of the Report List page
OR
After locating the desired itinerary, select Delete Itinerary from the Actions column on the left next to the itinerary.
Note:
- 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.
- 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.
What if a location is not available for my itinerary?
The application allows ERS support staff to add locations for the City search list.To request the addition of a CONUS location, please submit a request to the ERS 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 ERS 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.
How do I enter per diem expenses?
Per diem expenses are added by selecting the Travel Allowances link on either the Company Card Transactions page or the Expense List page of a report.At the Assigned Itineraries page, either create an itinerary or assign an existing itinerary to the report. Once an itinerary is assigned to a report, the Fixed Allowances link will be available at the top of the Assigned Itineraries page.
Select the Fixed Allowances link to view daily per diem allowances. Each day of travel will have an amount in the Allowance column. To create per diem expense entries, select Save & Go to Expense List.
How do I modify per diem expenses?
Select the Travel Allowances link on the Expense List page of a report. At the Assigned Itineraries page, click on the Fixed Allowances link to review daily per diem allowances. The first and last days of travel are automatically adjusted to exclude the appropriate meals based on the time of travel as specified in the Travel Policy.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 Save & Go to Expense List to create or adjust per diem expense entries in the expense report.
