BMPN Admin

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Please complete this form to schedule your time for Concur assistance. Please answer the questions to the best of your ability as it will help us better assist you with your travel related questions.

Card Payment Matrix

Please refer to this link when you are not sure what can and can't be purchased with the Travel & Entertainment Card (T&E) as well as the ProCard (PCard).

Who do I contact for travel assistance and guidance?

Carla, Elisha, Lorena, and Sarah are the Travel Coordinators for the unit. Their primary responsibility is to assist in the submission of travel reimbursement requests  and to provide guidelines before traveling for staying within UCR travel policy. Travelers are responsible for making their own airline and hotel reservations and entering their travel information in Concur before they travel for pre-trip approval and upon return for expense reporting.

* Please note Jeanette is also available for 1-1 meetings for assistance if you have any additional questions after completing the training and referring to the video guides on this page above. To schedule this meeting refer to the Travel Assistance Request tab. 

Is pre-payment an option? 

Advance payments for foreign airfare, shuttles, registration fees, etc. may be paid with enough advanced notice (minimum 3 weeks) with a Purchase Order, via Procurement Card, or campus ghost card (airfare only), for those not eligible for the UCR T&E Card. If you personally pay these fees in advance they will not be reimbursable until after the trip has been completed.  Contact BMPNpurchasing@ucr.edu for guidance. 

When should I submit a reimbursement?

All reimbursement requests for travel expenses are routed through Concur UCR’s online travel expense reporting system. Travel expense claims should be made within 7 days of the completion of the trip. However, claims must be made within 21 days. Once we have all necessary info and required uploaded receipts, your request will be routed for approval and it will be submitted to UCR’s Accounting Office for reimbursement. It can take up to 2-3 weeks to receive reimbursement.

What receipts are required?

Please save and submit all original receipts. Airline ticket receipts/itineraries, hotel bills, rental car receipts, registration fee receipts (any larger expense receipts provided to you electronically) are to be submitted in PDF form included as attachments with your expense report. All receipts must be itemized and show “form of payment”.  Only the cost of ACTUAL meals can be claimed for reimbursement not to exceed the maximum daily limit of $79.00. There is no “per diem” for any domestic travel.  The Concur system will indicate whether or not a receipt is required based on the category and amount. 

Can I pay for someone else's travel? 

You may NOT pay for another traveler’s expenses including hotels, meals and rental cars.  If you are planning a group travel event, please reach out to your travel coordinators for more detailed guidelines and restrictions as some shared expense exceptions can be made.

When do I need a flight comparison? 

A flight comparison must be done at time of all bookings for the following reasons:

• If a Traveler adds additional non-business related locations or dates to the trip.
• If a Traveler extends a business trip for personal reasons prior to or after the scheduled date of the meeting/conference.
• If a Traveler begins or ends a trip in a location other than their home for personal reasons.
• If a Traveler takes an indirect route to a business location.
• If a Traveler uses a personal vehicle in lieu of flying they must also have Chair’s approval in writing.

The flight comparison must be done at the time of booking a trip to show that personal time taken did not cost the university any additional cost. Charging travel expenses to UCR when they are going to be reimbursed by a third party is not allowable.  If a meeting/conference host will be reimbursing you for your airline ticket, the traveler must prepay this and you cannot have it purchased by the university.

Can meals be claimed for 1 day trips?

Reimbursement of meals may not be claimed for trips less than 24 hours without an overnight stay (mileage only).  

Am I covered by University Insurance while traveling?

You should register ALL trips at the site below, even those not booked directly through Concur, prior to traveling so that you are covered by University Insurance while traveling.

https://risk.ucr.edu/docs#travel

Do I need to pay for parking at another UC?

If a faculty member, staff or graduate student from another UC campus comes to visit and they have a parking permit from their own campus they can show that parking permit along with their UC identification card to the parking kiosk and get a complimentary parking pass for use on UCR’s campus for the day.  This does not apply to Undergraduate students from other campuses.

Instructions: Use this form if you have lost or missing receipts and are claiming reimbursement.

Check out the Concur mobile app guides on downloading and using the mobile app.

Concur Mobile App - iPhone

Concur Mobile App - Android

Unauthorized Purchase Form

Non-Travel reimbursement requests require that you upload a completed unauthorized purchase form onto your expense report. We ask that you visit the following Google link above and fill out this form. The purchasing team will gather this information and route the unauthorized purchase form via DocuSign for your signature and will upload the completed form onto your reimbursement request.

Concur Excel Sheet

When an event has >10 attendees, the excel sheet linked above is the required attendee list. This document allows you to import the names directly into Concur.  This excel form features two tabs. Pay special attention to the second tab as it shows you how to properly 'code' the attendees listed.

Is it okay to submit a reimbursement request for items purchased outside of Oracle?

Out of pocket expenses should be reserved for emergencies ONLY and should not exceed $500. All out of pocket expenses are considered unauthorized purchases, regardless of the amount, and are subject to additional approvals. Note that reimbursements requests may be denied. 

To submit your request for reimbursement, please submit an expense report through the Concur application. 

Training in the UC Learning system has been provided for this process and an additional video guide has been included above for your reference. 

For additional guidance, contact BMPNpurchasing@ucr.edu.