FAQ

Expense Reports

What documentation is required for travel reimbursements (Full Trip Documentation)?
Full trip documentation is required even if reimbursement is not being requested (i.e., stays with a friend, conference pays for lodging, lodging on a travel partner's expense report, etc.). Documents must include:

Flight itinerary
Travel expenses, to and from (airline receipts must include flight details and proof of payment)
Lodging
Conference or meeting agendas
Clear business purpose (please avoid acronyms)

Airfare and any other prepaid expenses should be listed in the final report, marked as non-reimbursable.

How can I find my fund in the drop-down field on the expense report?
All active fund values are available in the system. Follow the steps below to find your fund:

Delete the fund value that is currently in the field
Type in the fund number that you want to use; do not hit the tab or enter
Give the system a couple of seconds to find the fund, and then use your mouse to click on the fund value in the drop-down.

The above process applies to populating any drop-down value in the expense report. When searching for specific descriptions or numbers in a drop-down field the best practice is to type in all or part of the information you are seeking and wait for travelND to find the correct information. Then use your mouse to click on the correct information.

How do I attach receipts in Concur?
Review the quick reference guide, Attaching Receipts Quick Reference Guide . There are multiple ways you can attach receipts in Concur. Refer to the guide for detailed information.

I am unable to view receipts in travelND System. Please help. Or, why does travelND asks me to download receipts every time?
The receipts are viewed using Adobe Reader or Adobe Acrobat. Please check the following settings:

In Adobe Reader or Adobe Acrobat (click on image at right to see a larger version):

Open Adobe Reader (or Adobe Acrobat if you have it installed on your PC)
Under the Edit menu, click on Preferences
On the left navigation, click Internet
Check the three boxes for:
Display PDF in browser
Allow fast web view
Allow speculative downloading in the background.
Close Adobe.
You should be able to view receipts now.

If you are still having problems with viewing receipts in Internet Explorer, please follow the steps below:

In Internet Explorer, click on Tools menu and go to Internet Options (click on image at right to see a larger version)
Click on the Security tab, click Trusted Sites and then click Sites
Add the following to the web URL’s to this zone: www2.concursolutions.com & *.concursolutions.com
Click Close and then click OK
Close the browser window and access travelND again.

If you continue to have problems, then please contact the Procurement Help Desk at 631-4289 or email travel@nd.edu.

How do I attach other forms or justifications (e.g. request for spousal travel)?
Additional forms or justifications can be attached to the expense report similar to the receipt attachment. Please save the form in a PDF file format before attaching.

My expense report is reviewed by another person in the department before it can be approved. How can I route the expense report to meet this requirement?
The expense report can be routed to several approvers/reviewers. You can build your own routing by going to the "Details" menu on the expense report and click on "Approval Flow".

How can I track an expense report in the system?
Submitted expense reports can be tracked in the system by going to the "View Reports" section under "Expense". The "My Concur" page will also show you a status summary of the expense reports that are in process.

How are exchange rates calculated?
Exchange rates are calculated by an integrated tool within Concur. The exchange rates are updated daily in the system. If you are submitting an expense in foreign currency, the exchange rate will be calculated based on the transaction date.

How do I reimburse a guest/visitor?
To reimburse a non-employee for travel or other expenses related to official university business, start a new expense report and then select the Non-ND Guest/Visitor Expense policy in the policy drop down field on the report header. This policy opens additional fields to specify the contact information, payment options and Scholarship/Award status for the guest or visitor. Please refer to the quick reference guide for details, Expense Report for Non-ND Guest/Visitor.

What is Pay Zero?
Pay Zero is a feature of itemized expenses. At the Header level of an itemized expense, the Approver cannot change the total amount of the expense, rather there is the option of “Pay Zero” which will change the total amount for the expense and all associated itemizations to an approved amount of $0.00. (Note: The Approver may return the expense report to the employee if revisions need to be made to the itemized expense.)

How do I change the city if the system does not recognize it as a valid city on a travel card charge?
Occasionally, the system may not recognize a city that comes pre-populated on a travel card charge. In this case, please select the closest major city from the drop-down values. Please email travel@nd.edu and we will add the city in the system for future use.

What should I do if a city that I traveled to is not listed in the system?
Please email travel@nd.edu and we will add the city in the system for future use. In order to complete your expense report, please select the closest major city from the drop-down values.

Do I need to include expenses that were prepaid or charged directly to a budget (FOP)?
Expense Reports should reflect the entire travel picture for audit purposes as well as for budget administrators to review. It is up to individual departments to decide whether the expenses must be included in the expense report and marked as “Non-reimbursable Expense” to show the entire cost of the trip; or to just include the documentation as an image with a note in the comments section indicating that the expense was prepaid or charged directly to a FOP. For both scenarios, the receipts should be attached for audit purposes.

Do I need to attach the conference agenda?
Yes, the conference agenda (front cover and the pages with the schedule) should be attached to the expense report.

How do I itemize a meal to break out the expense for alcohol?

Select a Meal or Entertainment – Food expense type and enter the required information, including the total charge of the meal
Click Itemize and select the expense type Entertainment-Beverage/Alcohol (72451) and enter the charges for the alcohol.
If you want to change the FOP for this expense, you can click Allocate to change the FOP for this expense
You can also mark, do not reimburse if alcohol is not an allowable expense for this meal.
Select the Meal or Entertainment – Food type again and enter the food portion of the meal.
The total of the Meal and alcohol should equal the total charge of the meal

How do I allocate a hotel expense in Concur?

On the expense type for Hotel/Lodging, enter the details for the hotel expense
Click Itemize to provide the details of the expense
Check the box next to the Hotel expense on left side of window
Go to the Details tab and choose Allocations
The Allocation window will pop up; allocate as you would for any other expense.

I have currency conversion charges (transaction charges) on my travel card (or personal) card for international transactions incurred while traveling for Notre Dame. What expense type (account code) should I apply them to in Concur?
You can select Banking Fees – Credit Cards (71011) as the expense type for these charges.

How do I get reimbursed for mileage for moving expenses?
Use the expense type "Moving - Mileage Expenses (77030)". The IRS rate for reimbursing mileage for moving expenses is different than the rate for personal car mileage. Enter the total amount (number of miles X mileage rate) and type in the details of the calculation in the Comments field for this expense.

Can I make a payment to a guest/visitor with an international mailing address or bank account?
Yes, there are four options. You may pay by check (either US$ or foreign currency) or wire transfer (either US$ or foreign currency). Checks are normally returned to the requesting department for delivery to the guest/visitor. For wire transfers, attach the necessary banking information as a Receipt.

When will my reimbursement be available? Payment status definitions.
After an expense report is submitted it will pass through the proper approvals. You will receive a "Changed Status" email after each approval step. The payment status definitions are as follows:

Not Paid: The expense report has been submitted. It is pending approval from financial approvers and/or Accounts Payable.
Processing Payment: The expense report has been approved by all approvers for the payment to be processed.
Extracted for Payment: The expense report has been approved by Accounts Payable. Reimbursement will be issued via ACH (direct deposit) or check made available in 1-3 business days.

Smart Expenses

What is a Smart Expense?
Concur attempts to match unassigned credit card transactions, itinerary items and e-receipts (opt-in required by user) to create a Smart Expense. If it is determined that two item represent the same transaction, Concur matches (combines) the two items and presents one combined item in the Smart Expense section of the system.

How do I un-match a Smart Expense?
To "un-match" two transactions that were matched in error, select the combined item and click "Unmatch". The system will split the combined item into the original two items. if you have one or more items unmatched, click "Refresh". The system will discard any unsaved match or unmatched expenses and checks for more matches.

How do I manually match a Smart Expense?
Occasionally, Concur may not combine two items that represt the same transaction. To match them manually, select both and click "Match".
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Receipts - FAQ'S:

How do I attach receipts in Concur?
There are multiple ways you can attach receipts in Concur. The options are:

Fax
Scan
Available receipt queue
E-receipts

Please refer to the Receipts Quick Reference guide for detailed information. Attaching Receipts Quick Reference Guide

How do I attach other forms or justifications (e.g. request for spousal travel or conference agendas)?
Additional forms or justifications can be attached to the expense report at report level or expense line level. Please refer to the attaching receipts quick reference guide for detailed information.

Do I need to attach the conference agenda?
Yes, the conference agenda (front cover and the pages with the schedule) should be attached to the expense report. You can convert the agenda to a .PDF format, then attach it at the report level or expense line level. Please refer to the attaching receipts quick reference guide for detailed information, Attaching Receipts Quick Reference Guide

I am unable to view receipts in travelND System. Please help. Or, why does travelND asks me to download receipts every time?
The receipts are viewed using Adobe Reader or Adobe Acrobat. Please check the following settings:
In Adobe Reader or Adobe Acrobat (click on image at right to see a larger version):

Open Adobe Reader (or Adobe Acrobat if you have it installed on your PC)

Under the Edit menu, click on Preferences
On the left navigation, click Internet
Check the three boxes for:
Display PDF in browser
Allow fast web view
Allow speculative downloading in the background.
Close Adobe.

You should be able to view receipts now.

If you are still having problems with viewing receipts in Internet Explorer, please follow the steps below:
In Internet Explorer, click on Tools menu and go to Internet Options (click on image at right to see a larger version)

Click on the Security tab, click Trusted Sites and then click Sites
Add the following to the web URL’s to this zone: www2.concursolutions.com; *.concursolutions.com
Click Close and then click OK
Close the browser window and access travelND again.

If you continue to have problems, then please contact the Procurement Help Desk at 631-4289 or email travel@nd.edu

What is an e-receipt?
The term e-receipt refers to an electronic receipt. Concur has partnered with several airline, hotel and car rental companies to provide receipt data directly to their system eliminating the need for a paper receipt. The e-receipts provide full detail and the data comes directly from the supplier. Users can elect to sign-up for e-receipts in their travelND profile.

Will an e-receipt vendor provide an e-receipt for a user in the event of a split folio?
A split folio occurs when a hotel guest pays for their stay using more than one form of payment. For example, a user might pay cash or use a personal credit card for personal charges (minibar, in-room movie, etc.) and pay for business expenses with the travel card. Users will generally not receive an e-receipt for a hotel stay when there is a split folio. This is generally due to the hotel's privacy concerns on behalf of the user or the hotel's limitation in providing e-receipts.

If a user pays for a hotel stay and is issued credit later, will they receive an e-receipt for the credit?
No, the hotel vendors will not send e-receipts for credits issued after checkout.

Will a user receive an e-receipt if the hotel or car is paid for with their personal credit card?
If a user pays for the hotel or car with their personal card, Concur will load an e-receipt that is passed by the vendor as long as the personal credit card has been opted-in to the e-receipt program in Concur.

How quickly will an e-receipt be available to a user for submission on an expense report?
Concur's service level objective is to send e-receipts to the system within 48 hours of a traveler checking out of a hotel or returning the rental car. E-receipts from international properties may take longer than 48 hours.

Is there a list of vendors who can provide e-receipts?
Concur e-Receipt providers are identified when booking hotel, car or airline in Concur.

Travel Allowance / Per Diem FAQ's:

Why should I use a travel allowance (per diem)? Are receipts required if I use a travel allowance?
Travel allowance (per diem) can be used only for meals during a business trip. Per Notre Dame's expense policy, receipts are not required if you use travel allowance.

How are travel allowance (per diem) rates determined?
Notre Dame uses the per diem rates set by the US General Services Administration (GSA) for travel allowances (per diem). You may claim a lesser amount than the GSA rate for travel allowance.

Can I mix travel allowance and actual expenses on the same business trip?
Per Notre Dame's expense policy, you cannot mix a travel allowance and actual expenses on the same business trip.

My department uses a different per diem rate than is available in the Travel Allowance module of Concur Expense. How do I enter per diem the meets the requirements of my department?
You can enter a department specific per diem by following the steps below. Please note the 75% of your allowable per diem rate for the first and last days of the trip.

Select Travel Allowance - Special expense type (domestic or foreign)
- Transaction Date: Enter the first day of your trip
- Vendor : VariousAmount: enter 75% of your allowable per diem rate
- Save
Select Travel Allowance - Special expense type (domestic or foreign)
- Transaction Date: Enter the day of your trip
- Vendor : Various
- Amount: enter the allowable per diem rate
- Save
- Repeat process for each day of the trip until the last day
Select Travel Allowance - Special expense type (domestic or foreign)
- Transaction Date: Enter the last day of your trip
- Vendor : Various
- Amount: enter 75% of your allowable per diem rate
- Save
- Repeat process for each day of the trip until the last day

Cash Advance - FAQ's:

Can I apply for a cash advance on my travel card?
Yes, you may apply for a cash advance on the travel card by completing the Travel Card Application and User Agreement Form (110k PDF). Mark the "Change" box and complete the necessary details. Your supervisor's signature is required on the form.

How do I return a cash advance using travelND?
If you received a cash advance through travelND and you did not use the entire amount, you can return the cash advance amount not used by choosing the Cash Advance Return expense type in the report. NOTE: A cash advance will need to assigned to the expense report before you can return any portion of the advance. Please refer to the quick reference guide for further instructions. Quick Reference Guide - Cash Advance Guide

Travel FAQs:

How do I book a hotel that is designated as a preferred location for a conference?
The conference organizer may have a dedicated site for you to book a hotel room. You may chose to book using the information provided by the conference. You can also check if the rate in Concur is cheaper than booking with the conference site.

How do I make a change/cancel to an existing airline, hotel or car rental reservation?
Post ticketing, please call Anthony Travel to make changes to an existing travel itinerary. The travel agents can navigate through the booking rules and explain any subsequent costs. If you wish to cancel a reservation booked in Concur, then you may simply click on "Cancel Trip" within the system.

How can I get frequent flier miles or points on my business travel?
You can add frequent flier or points information in the profile section of Concur. As you make your reservations, your frequent flier number of rewards information will be added to the itinerary.

Will the system notify me if there is a change in flight schedule?
No, the Concur system will not notify you of any change in flight schedule. You can sign up for alerts or notifications offered by most major airlines on their website.

How do I ensure that my name matches the state/government issued photo ID?
The name in the Concur system is populated from Notre Dame’s Administrative System. As you make your first booking, please ensure that your name in the travelND system matches the state/government issued photo ID. Failure to do so may impact your ability to travel. The Concur system will prompt you to check your name. You can also change your name to match your ID by going to your profile.

Do I need to provide my date of birth and gender to book travel?
Yes, please remember to update the fields (date of birth and gender) to comply with TSA’s (Travel Security Administration) Secure Flight program.

What are unused tickets?
Unused tickets refers to a nonrefundable ticket that is not used, usually due to a change of plans by the traveler. A credit is applied on the airline that the traveler can then use at a later date. Travel often must be completed at least one year from original travel date and most airlines may charge a $150 change fee.

Will my airline reservation get automatically upgraded based on my frequent-flier status?
Depending on the airline, frequent-flier status and availability, your reservation may get upgraded automatically.

Can I reserve a rental car for a guest in Cliqbook using the Norte Dame contract?
If the reservation is being made for Notre Dame business travel (paid for by Notre Dame), the Notre Dame contract can be used and any of the reservations methods can be used. However, if the traveler is an Emerald Club member, the reservation must be through Anthony Travel to ensure that the individual's Emerald Club benefits will be applied to the reservation (including counter bypass).

How do I clone a trip for another traveler?
1.   Click on an an existing itinerary and then select Clone Trip.
2.   Select Guest Traveler from the drop-down list to clone the trip (or select a ND traveler you are an Assistant/Arranger for)
3.   Select the appropriate button if you want the second traveler to be on the same itinerary or a different one.
4.   Click Next after the system has determined the available class of service
5.   Enter the guest traveler’s information
6.   Select the fare or a different itinerary
7.   Choose payment method (direct bill to FOP or a credit card)
8.   Enter TSA information
9.   Review itinerary and finish the reservation process

Can a foreign air carrier be used (and subsequently charged to a federal award) if it is a "partner" with a U.S. air carrier?
Yes, but only under certain conditions. Travel should always be planned in advance of the trip to ensure that space will be available on an appropriate air carrier. When dealing with travel agents, specify that the air carrier must be of U.S. origin. When no U.S. air carrier is available, be sure to check the criteria for what the government considers "available" and "non-available". Refer to your sponsor's guidelines for further information. More information is available on the Research & Sponsored Program Accounting webpage. Also, see related FAQ's (on Fly America, travel, alcohol, etc.) regarding sponsored project administration on the Controller's website.

How do I get support if I am stranded during my business travels?
If you are stranded during your business travels, please call Anthony Travel directly at 800-366-3772 or 574-631-7080.

What is a group booking?
For travel bookings, a group of 10 or more paying travelers is considered a group. Group travel arrangements may be eligible for additional discounts.

How do I create an expense report for a group travelers?
Creating an expense report for group travel is not any different than a single traveler.

Why do I need to call Anthony Travel for group travel?
Anthony Travel can provide support in planning and booking group travel and may be able to get a discounted rate.

How do I request guest travel?
There are two options when booking for a guest/visitor:

The guest travel feature is available to book guest travel within Concur by selecting “Book for Guest” under the Trip Search section.
Call an Anthony Travel agent for assistance.

Travel Card - FAQ's:

When should I contact Procurement Services, and when should I contact Chase directly?

Procurement Services:
•   Problems accessing PaymentNet
•   Password reset
•   Credit limit changes
•   Cash advance set up/change
•   Overpayment made and cardholder needs refund
•   Help with making an online payment in PaymentNet
•   Cardholder changes department
•   Card suspended or closed)
•   Cardholder employment status change

JPMorgan Chase:
•   Make a payment over the phone
•   Out of town travel notification
•   Card is lost/stolen
•   Fraud charges/disputed charges
•   Transaction declined

What is a travel card?
The University offers a Chase VISA travel card to current faculty and staff members who incur business expenses and/or travel expenses that are reimbursable by the University.

Who is eligible to receive a travel card?
Any current faculty or staff member who has University business travel or expense needs can apply for a travel card. In some cases, students may be eligible to apply for a travel card also. Please call 631-4289 for more information or apply for a travel card by completing the Travel Card Application and User Agreement Form (100k PDF).

How do I apply for a travel card?
Apply for a travel card by completing the Travel Card Application and User Agreement Form, https://travel.nd.edu/travel-card/travel-card-information-application/.

Will the travel card impact my personal credit?
- No. Your personal credit history will not be accessed by applying for or using a travel card.
What are the benefits of using the travel card?
- The travel card offers the following advantages:
  - Less data entry: travel card charges can automatically be imported into an expense report in Concur
  - Easier record keeping: using the travel card allows you one card that is designated for business expenses only, since it may not be used for personal charges
  - Less forgotten reimbursements: card transactions remain visible in Concur until they are imported into an expense report.

How do I enroll in the Card Rewards program?
You can enroll in the Chase Rewards program by contacting Chase at 800-316-6056. Please note that there is an annual fee of $75 for membership in the rewards program. The university cannot reimburse you for Rewards Program membership fees. Click here to view the Chase Rewards Program Catalog.

What is the difference between the Travel Card and the Procard?
Please see the Card Comparison matrix for the differences between the Travel Card and the Procard, https://travel.nd.edu/travel-meeting-card/

What is the difference between the Travel Card and the Meeting Card?
Please see the Card Comparison matrix for the differences between the Travel Card and the Meeting Card. https://travel.nd.edu/travel-meeting-card/

What happens if I transfer to another department or terminate employment at the University?
You can continue to use the Travel Card if you change positions or departments if in your new position you’ll continue to have University business travel or expense needs. If this results in change of address for travel card purposes, be sure to complete the Travel Card Application and User Agreement Form (100k PDF). However, if you terminate your employment or retire from the University, you must surrender your card. Please contact the Procurement Help Desk at 631-4289 or email travel@nd.edu to cancel the card.

When do I use the travel card?
The travel card should be used for any business related expenses. It can also be used for reimbursable expenses other than travel and entertainment while traveling. Please note that the travel card is not a replacement for a Procard.

Can I use this travel card abroad (in foreign currency)?
Yes, the travel card can be used wherever VISA is accepted. The charges in foreign currency will be converted to US Dollars based on the exchange rate on the date of the transaction. A small transaction fee, which is reimbursable by the university, may apply.

Can I use the travel card for personal expenses?
The contract between the University and JPMorgan Chase prohibits users from placing personal charges on the travel card.

What if the card is lost or stolen?
Please call Chase immediately at 800-316-6056 if your travel card is lost or stolen. Protection from fraudulent charges does not apply until Chase is notified.

What if I am late in making the card payment?
Finance and/or late fees will be charged for late and missed payments. On time payment of all charges each billing cycle are the cardholder’s sole responsibility. Finance or late fees are not reimbursable by the University. Further, your card may be canceled as a result. Please refer to the terms in the Travel Card Application and User Agreement Form (100k PDF) to fully understand your responsibilities associated with the travel card.

Who makes the payment on the travel card?
The individual cardholder is responsible for paying the total balance due each statement period.

What if I detect fraudulent charges on the card?
Please call Chase immediately at 800-316-6056. Protection from fraudulent charges does not apply until Chase is notified.

Can I manage my travel card account online?
Yes. Your travel card account can be accessed by visiting www.paymentnet.jpmorgan.com. You can view transactions, schedule payments, and download statements by logging into this site. If you need help accessing the website, contact Procurement Services. The site is best supported using Internet Explorer.

Can I change or cancel a payment I have scheduled online in PaymentNet?
Yes, you may cancel a payment or change the dollar amount or date of a payment you have set up in PaymentNet within the following guidelines:

Up to two days before the date of your scheduled payment via PaymentNet.
Note: If you attempt to modify a payment in PaymentNet within the two day period before the payment date you have scheduled, the originally scheduled payment will be withdrawn from your bank account.
Additionally, payments set up in PaymentNet may not be canceled or changed by calling Chase Customer Service or by a Notre Dame Chase Program Administrator in Procurement Services.

Who should I contact to change the credit limit on the card?
Please complete the Travel Card Application and User Agreement Form (100k PDF) with the appropriate information to request the change. This request will require your supervisor's approval.

Can I use the travel card for cash at an ATM machine?
Requests for cash advances can be established on the travel card. Please complete the Travel Card Application and User Agreement Form with the appropriate information and send it to Procurement Services. This request will require you to complete the business purpose and also require your supervisor's approval on the form.

Cash Advances must be activated with a PIN number. Contact Chase customer service at 800-316-6056 and listen for PIN option.The last 4 digits of your Social Security Number are your initial password.

Travel Tips:

Thanks for booking your travel in the University travel program, travelND.

If you have traveled on behalf of the University before, you may already know that travelND is the University managed travel program. The travel program is always looking to continuously improve the travel and expense report experience for our travelers. Concur is the vendor of our online booking tool named travelND. You can book airline, hotel, car rental, and rail reservations through the online booking tool.

If you are new to traveling on behalf of the University or it has been a while since you last traveled, review the travel tips listed below to learn how to best prepare and manage your upcoming travel. The information below is categorized into three sections: What you should know once you book air travel, before you go, and after your trip is over.

1. Once You Book Air Travel

Where can I apply for a travel card?

Visit our travel card information page. Print and complete the application, submit it to Procurement Services, 709 Grace Hall, for processing. The travel card can be used for all University travel related expenses as well as any business related meals or expenses incurred locally. All faculty and staff are eligible to obtain a University travel card. Data from all expenses placed on the University travel card will automatically import into the travelND system, allowing you to drag-and-drop expenses on your expense report.

Where can I find a list of University preferred travel suppliers?

Please refer to our contracts page for a complete list of our preferred travel vendors for hotels, rental cars, airline, etc. You are utilizing the University negotiated rates and contracts by booking air, hotel, and car rental reservations in travelND.

How can I book transportation from the airport to my hotel?

The cost of taxis or other transportation to and from hotels, airports or railroad stations in connection with business travel is reimbursable. Ground transportation is readily available at the Ground Transportation areas. The University has discounted rates with charter bus companies and shuttle buses. For more information, please refer to our contracts page.

Did you register for Tripit Pro?

Need your own personal travel assistant? Sign-up for TripIt Pro! It’s like having your own personal travel assistant to keep you organized and in the know while you’re traveling. Access TripIt Pro by a web browser or download the TripIt Pro mobile application. Follow the simple steps in the quick reference guide to connect your Concur and TripIt accounts and start your TripIt Pro membership. Once you’re up and running, you can continue to book travel through Concur, and your plans will automatically show up as an itinerary in TripIt. Plus, you can forward other activities and reservations booked outside of Concur to plans@tripit.com and they will be instantly added to your itinerary.

How will I be notified if there is a change in my flight schedule?

The Concur system will not notify you of any change in flight schedule. You can sign up for Tripit Pro through travelND for free and receive schedule, gate, and itinerary changes. You can also sign up for alerts or notifications offered by most major airlines on their website.

How do I make a change/cancel to an existing airline, hotel or car rental reservation?

After your ticket has been issued, please call Anthony Travel to make changes to an existing travel itinerary. The travel agents can navigate through the booking rules and explain any subsequent costs. If you wish to cancel a reservation booked in Concur, then you may simply click on "Cancel Trip" within the system.

How do I book a hotel that is designated as a preferred location for a conference?

The conference organizer may have a dedicated site for you to book a hotel room. You may choose to book using the information provided by the conference, or look in Concur to see if there is a better rate available than the conference rate.

How can I register for travelND course through Endeavor?

To register for a travelND course, please log into Endeavor and search for travelND under the Learning Catalog.

What if I find a lower airfare outside the program?

If you find a lower fare on a 3^rd party website, please do not purchase it but rather contact Anthony Travel to obtain the fare. By contacting Anthony Travel to obtain the fare, this will ensure the reservation is within the travel program for safety and security, ability to charge to FOAPAL and discount could be applied to fare on a preferred supplier.

Can I earn travel rewards on my business travel?

You can add travel reward information in the profile section of Concur. As you make your reservations, your frequent flyer number of rewards information will be added to the itinerary.

Will my airline reservation be automatically upgraded based on my frequent flyer status?

Depending on the airline, frequent flyer status and availability, your reservation may get upgraded automatically.

Can I reserve a rental car for a guest in travelND, utilizing the Notre Dame contract rate?

If the reservation is being made for Notre Dame business travel (paid for by Notre Dame), the Notre Dame contract and any of the reservations methods can be used. However, if the traveler is an Emerald Club member, the reservation must be through Anthony Travel to ensure that the individual's Emerald Club benefits will be applied to the reservation (including counter bypass).

How do I register for Receipt Store and activate my available receipts?

Receipt Store (aka Available Receipts) is a virtual repository provided by Concur for the purpose of storing and attaching receipt images to line item expense entries. Once the image is available in Receipt Store, you or your expense delegate can apply the images to an expense report line item. You will need to enter your Notre Dame email addresses in your travelND profile before you can start using the Receipt Store. Use the Concur mobile application to automatically upload receipt images to your receipt store. E-mail receipt images to your Receipt Store by sending images to receipts@concur.com . For detailed instructions on activation, refer to the Attaching Receipts Quick Reference Guide.

How do I activate and register for E-Receipts?

The term E-receipt refers to an electronic receipt that you receive in travelND after you book a reservations with a Concur partner vendor. Concur has partnered with several airline, hotel and car rental companies to provide electronic receipt data directly to you, eliminating the need for a paper receipt. For detailed instructions on activation, refer to the E-Receipt Quick Reference Guide.

I have a smartphone. Does Concur have a mobile application?

Yes, the Concur mobile application syncs to your travelND user account and allows you create expense reports while you travel. The mobile application provides functions such as enter expenses, capture and upload pictures of receipts, view card transactions, submit expense reports, check the status of expense reports, and approve expense reports. Receipt images captured in the Concur mobile application are available for your expense delegate to access in your Receipt Store/Available Receipts queue. In travelND, activate the Concur Mobile App and download the app on your mobile device. Please refer to the Concur Mobile App – travelND Expense for detailed instructions.

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2. Know Before You Go

What method should I use for meal and incidental expense - actual or per diem? Where do I find the per diem rates?

There is no University policy requiring the use of actuals or per diems. However, your department may have a policy regarding this. Ask your supervisor or business manager which method to use for reimbursement of your travel expenses. Notre Dame uses the per diem rates set by the US General Services Administration (GSA) for per diem (travel allowances). You may claim a lesser amount than the GSA rate for your per diem (travel allowance).

How should I handle actual meal expenses on my travel card if you are using per diem?

Per Notre Dame's expense policy, you cannot mix a per diem (travel allowance) and actual expenses on the same business trip. Please refer to our website for more information on per diem and review the per diem (travel allowance) quick reference guide.

When do I need a receipt?

Please refer to the receipt threshold guidelines. Keep all receipts, regardless of dollar amount, for reference until your expenses are reimbursed.

Should I keep the original receipt if I already took a smartphone picture of the receipt?

Yes, hold on to all hard copy receipts until you have been reimbursed.

What charges are allowed on the travel card?

The travel card can be used for all University travel related expenses as well as any business related meals or expenses incurred locally.

Should I purchase insurance when I rent a car?

For domestic car rentals, all faculty and staff are covered under the University policy. Additional rental car insurance that you purchase will not be reimbursed. If you are renting a car internationally, contact the Office of Risk Management & Safety to discuss insurance coverage.

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3. After Your Trip is Over

Can I expense mileage to the airport?

Yes, use the expense type Personal Car Mileage (77030). A mileage calculator is available in travelND that uses Google Maps to determine the total distrance traveled.

How do I itemize a hotel expense?

Yes, hotel expenses need to be itemized. For step by step instructions on hotel itemizations, please refer the Concur Expense Quick Reference Guide .

When do I need to submit my expense report?

Faculty and staff have 60 days from the last day of travel to submit their expense reports to avoid any personal tax implications.

How do I clear personal charges from travelND (Concur)?

You will need to import the charges into your expense report, mark each one non-reimbursable and submit the expense report to clear the charges from your list. The University travel card is only to be used for business related expenses.

If travel card charges are not yet imported into travelND (Concur), should I manually enter them?

Depending on the vendor, charges can take up to 10 days to appear in Concur. You can manually enter the data of each charge if you do not want to wait for the charges to appear in Concur. However, once they eventually appear in Concur, you would then need to import the charges into a new expense report, mark each one non-reimbursable, and submit the expense report to clear the charges from your list. If more than ten days has past and the charges are still not available in Concur, contact Procurement Services.

How do I enter per diem (travel allowances) in travelND?

Please refer to our website and the per diem/travel allowance quick reference guide.

How long should I keep actual receipts after submitting my expense report?

You are responsible to keep all hard copy receipts until you are reimbursed for the expenses.

Should I assign a delegate?

Yes, if you have a co-worker who will be entering your expense report information in Concur, you can set him/her up as an expense delegate in your travelND profile.

Can my assigned delegate see my Available Receipts queue/Receipt Store?

An expense delegate can access your Receipt Store, a receipt image repository, to help complete your expense report. Please refer to the assign an expense delegate page and quick reference guide for further instructions.

How do I attach receipts to an expense report?

When attaching receipts to your expense report, there are two locations that you can attach receipts to your expense report - 1) Report Level 2) Individual line item level. In addition to uploading an electronic file from your PC to your expense report, there are a few other options to upload your receipts. Please refer to the Attaching Receipts Quick Reference Guide quick reference guide for detailed instructions.

What is the Full Trip Documentation Requirement?

A common request by approvers and auditors is the ability to review full costs associated with a traveler’s business trip. For example, a traveler prepays for flights either via direct FOAPAL charge at time of booking or by paying for them personally and seeking reimbursement via an expense report before the trip. In both cases, the flights were paid by the University before the trip and should be reflected (and marked as “non-reimbursable”) on the expense report filed after the trip for any additional travel costs incurred (hotel, meals, etc.).

As some of you have noticed, the expense report compliance team has been asked to place a renewed emphasis on the full trip documentation requirement.

Direct Charge to FOAPAL

If you charged airfare to a FOAPAL at the time of booking (whether booked through Anthony Travel or Concur), please use the Airfare - Charged to FOAPAL expense type. It will automatically be reflected as non-reimbursable (because it was already charged to a FOAPAL).

Flights or travel arrangements claimed on previous expense report

A traveler who prepays for a flight by paying for them personally and seeking reimbursement via an expense report before the trip should reflect the flight as “non-reimbursable” on the expense report after the trip for the remaining travel costs incurred (hotel, meals, etc.). The traveler or arranger will manually enter this data onto their expense report. Airfare or conference fees are the most common items prepaid in this manner.

How do I set up auto pay through Chase PaymentNet website?

To schedule a recurring payment for an individual account:

Before you can schedule a recurring payment, you must first set up your bank account information.
Select Payments > Manager
Click the Recurring Schedules tab
Click the Schedule New Recurring button
From the Account Number drop-down list, select the credit card account for which you want to make a payment.
Click Save
Click the Continue button

Who can help with questions about your expense report?

Contact the help desk with your travelND related questions.

Procurement Services Help Desk:

+1 (574) 631-4289

travel@nd.edu

University of Notre Dame

Finance Division

Travel Services

FAQ

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