Prepare & Submit a Travel Expense Report
Use a Concur Expense Report to request reimbursement and account for the complete cost of an authorized University business trip, including out-of-pocket expenses, T&E Card transactions, direct-billed expenses, advances, refunds, and credits.
Before you begin
Gather the following information as applicable:
- Approved Pre-Trip Request and Request ID -
- Travel dates and destinations
- Complete University business purpose
- Conference agenda, invitation, program, or meeting documentation
- Airfare itinerary and receipt
- Final itemized lodging folio
- Rental-vehicle agreement and final receipt
- Registration receipt
- Itemized receipts and proof of payment
- Required price comparisons, written explanations, and exceptional approvals
- Documentation for refunds, cancellations, or unused ticket credits
- Travel-advance information
- Business-only comparison when personal travel was included
Prepare and submit the report
| Step | Action |
|---|---|
| 1. Create the report | Create a Travel Expense Report in Concur and associate it with the approved Pre-Trip Request when applicable. |
| 2. Enter the trip information | Provide the traveler, destination, travel dates, and a business purpose that explains who traveled, what occurred, where and when it occurred, why the travel was necessary, and how it benefited UCR. |
| 3. Add every applicable expense | Include reimbursable expenses and University-paid expenses so the report reflects the complete cost of the trip. |
| 4. Match card transactions | Match imported T&E Card transactions to the correct expenses. Do not create duplicate out-of-pocket expenses for imported charges. |
| 5. Apply advances and credits | Apply any travel advance, refund, cancellation credit, or other offset associated with the trip. |
| 6. Attach documentation | Attach itemized receipts, proof of payment, itineraries, agendas, comparisons, approvals, and written explanations. |
| 7. Review the report | Confirm that dates, amounts, payment types, expense types, funding, and documentation are correct. Remove personal or duplicate expenses. |
| 8. Submit for approval | Complete the required certification and submit the report within the applicable deadline. |
Documentation requirements
A credit-card statement may establish payment, but it generally does not replace an itemized receipt showing what was purchased.
| Expense | Documentation |
|---|---|
| Airfare | Detailed receipt and itinerary identifying the traveler, route, dates, amount, payment method, and class of service. |
| Lodging | Final itemized hotel folio showing nightly rates, taxes, fees, other charges, credits, and payment. |
| Rental vehicle | Rental agreement and final itemized receipt. |
| Conference or event registration | Registration receipt and agenda, program, invitation, or other documentation supporting the business purpose. |
| Personal-vehicle mileage | Dates, starting point, destination, business purpose, business miles, and route support. |
| Other individual expenses of $75 or more | Itemized receipt and proof of payment. |
| Policy exception | Written business justification, required comparison, and approval from the delegated authority. |
| Personal travel included | Contemporaneous business-only comparison and identification of all personal dates and expenses. |
Writing the business purpose
Avoid descriptions such as “research,” “conference,” or “meeting” without additional context. The business purpose should provide enough information for a reviewer who did not attend the activity to understand the expense.
Include:
- Who traveled or participated
- What business activity occurred
- When and where it occurred
- Why the expense was necessary
- How the activity supported UCR
When a required receipt is missing
First, contact the merchant and request a duplicate itemized receipt or final folio. Many airlines, hotels, rental-vehicle companies, and registration providers can reissue documentation.
If a duplicate cannot be obtained, the traveler—not the Concur Delegate—must complete the Missing Receipt Declaration in Concur.
- In the Concur Expense Report, select Manage Receipts > Missing Receipt Declaration. Complete the Missing Receipt Declaration.
- Attach any available supporting documentation, such as proof of purchase or payment.
- Provide the merchant, date, amount, business purpose, and description of what was purchased.
- Explain why the required receipt is unavailable.
- Submit the Expense Report for departmental review and approval.
A Missing Receipt Declaration is an exception and does not replace the requirement to make a reasonable effort to obtain an itemized receipt. Completion of the declaration does not guarantee reimbursement or approval.
When a Concur Delegate prepares the report
A Concur Delegate may enter expenses and attach documentation on behalf of an authorized traveler. The traveler must provide the delegate with complete and accurate information and remains responsible for the report’s accuracy and business purpose. The traveler must complete any certification or submission action that Concur requires from the traveler.
Returned reports and corrections
If a report is returned:
- Read the reviewer’s comments.
- Correct the identified expense, funding, or documentation issue.
- Attach any additional explanation or approval requested.
- Resubmit the report promptly.
Do not create a replacement report unless instructed. Correcting the existing report preserves the workflow and review history.
Canceled trips, refunds, and credits
Report University-paid costs even when the trip was canceled. Attach the cancellation confirmation and identify any refund or future travel credit.
A canceled Pre-Trip Request does not automatically reconcile a related charge. Card transactions, direct-billed expenses, refunds, and credits must still be accounted for in Concur.