Travel & Expense - Concur

Botany And Plant Sciences

General Rules and Guidelines

Expenses

• Any Purchases over $500 please contact the Botany Department before purchasing.
• Alcohol is not reimbursable per policy

TRAVEL

• Purchases cannot be made on behalf of others
• UCR can only reimburse up to $92 per day for meals and Incidentals (Domestic)
• UCR can only reimburse for Basic Economy flights (no upgrades)
• UCR can only reimburse for a lodging rate of Max $333 per night.

Logging into Concur

• Log into your R’Space
• Select “Authorized Apps”
• Search “Concur”
• It may ask you to log in again.

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• If you are experiencing issues with logging into Concur, please reach out to

TRAVEL REIMBURSEMENTS

Submitting a Travel Expense

• Before any Travel expense, a request must be submitted first.

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• From the Homepage, Please click on “Start a Request”

This will take you to the next page

Complete all boxes then select “Create Request”.

*Please ensure to fill out based on your travel details*

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EXAMPLE

This section is standard for the Botany and Plant Sciences Department.

Receive this section from PI/Analyst

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This section is based on your travel details, please fill out accordingly

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• “ADD” the expenses you are expecting to be reimbursed for.

- The most common expenses are shown in the above example

• Please note that Requests are to provide an idea of how much will be reimbursed unto you. These amounts do not need to be exact
• After adding All expenses expecting to be claimed, select “Submit Request” and await approval.

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EXAMPLE

After Request Approval

• Once the request has been approved, there will be a “Create Expense Report” button within your request. Select this

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• This will take you to your travel expense page, and will provide an “Alert”, which can be fixed by selecting “Report Number”.

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• This will guide you to a page you should recognize. Re-enter/ Alter the information previously inputted.

*Note* - Any additional information important to your travel should be added to the comment box.

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Ex. If you are not wanting to claim (Meals, ground transportation, Lodging, Airfare, etc.) please provide us with why these are not needed.

• Did you carpool? Was the conference/fieldwork nearby? Were expenses prepaid or covered by others? Etc.

Adding Expenses

• Select “Add Expense” similar to the request however you will now have to upload your receipts, and enter more information for each expense.
• All information you enter for the new expense should be visible on the receipt you attach.
• ALL RECEIPTS NEED TO SHOW :
• Your Name
• Vendor
• Expense Paid
• The last four digits of the credit card used for the purchase.
• If the above information is not shown on the receipt, please provide a credit card/ Bank statement. (Please avoid screenshots)
• Meals and Incidentals under $92 are the only expenses that do not require a receipt.
• Please provide any comments that are helpful in understanding your travel expenses.
• Repeat this for all expenses
• If any errors occur or you have questions, please gather all questions and email -jaedyn.tapia@ucr.edu

Acceptable Receipt

• Please notice this receipt provides
• The Vendor Name
• Travelers Name
• Total Expense
• Itemizations of room charges
• The last four digits of the credit card used for purchase
• All receipts are expected to provide this information

1234

John Doe

Finalizing your Report

Once all information has been entered, before submission please alter the Report name as follows : Request ID_Your.Initials_TravelReportDates .

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Request ID can be found ->

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All Travel reports must be named starting with the Request ID Number. Once the name has been altered as provided in the example, please submit your report.

Click Here

Example: 6DL7_JD_07_15_24_07_18_24

JD

EXPENSE REIMBURSEMENTS

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Submitting a Expense

• No Request is needed to submit a non - travel expense.

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• From the Homepage, Please click on “Start a Report”

This will take you to the next page

Complete all boxes then select “Create Report”.

*Please ensure to fill out based on your expense details*

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EXAMPLE

Receive this section from PI/Analyst

This section is standard for the Botany and Plant Sciences Department.

Please remember to switch from Travel Expenses to Employee Reimbursement (Non-Travel)

Please provide an explanation of what this purchase is being used for and why it was needed.

This should be the date of the purchase

Adding Expenses

• Select “Add Expense”
• Common Expenses - FedEx Shipment (Freight) , Membership/ Subscript - Fed Allow, Lab Supplies.
• All information you enter for the new expense should be visible on the receipt you attach.
• ALL RECEIPTS NEED TO SHOW :
• Your Name
• Vendor
• Expense Paid
• The last four digits of the credit card used for the purchase.
• If the above information is not shown on the receipt, please provide a credit card/ Bank statement. (Please avoid screenshots)
• Please provide any comments that are helpful in understanding the purpose of the purchase.
• Repeat this for all expenses
• If any errors occur or you have questions, please gather all questions and email -jaedyn.tapia@ucr.edu

Finalizing your Report

Once all information has been entered, before submission please alter the Report name as follows : Report ID_Your.Initials_PurchaseDate .

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Report ID can be found

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Once the name has been altered as provided in the example, please submit your report.

Example: ICZL4Y_JD_08_11_24

JD

Additional Helpful Tools

• Creating a Travel Expense - Concur
• Creating Foreign Travel - Per Diem in Concur
• Per Diem Reduction Guide
• Travel Locations Per Diem Rates
• G-28 Policy