Travel & Entertainment Reimbursements

 

 

Entertainment & Travel Reimbursement

Concur Website

Concur is the reimbursement platform for entertainment and travel reimbursements. Concur is available in website version and an app for your smartphone. With Concur, travel and entertainment activity reimbursements have been electronically standardized for convenience and ease of use. Overview of Concur: Concur Overview Video (3:06). 

Upon completion of entertainment or travel, receipts are to be submitted for reimbursement as soon as possible or no later than 45 days. There are two options for next steps:

  1. It is recommended you email digial copies (scans, PDF, photos, screenshots) of the receipts to your SASC Finance Team representative, so they can prepare a Concur reimbursement expense report for you.  Please add your SASC Finance Team representative as a Delegate in your Concur profile. Employees must add their SASC Finance Team representative as a delegate to process a reimbursements. Delegate Overview Video (1.34 min); How to Add a Delegate (No video) 

  2. You may initiate the Expense Report on your own. See below step-by-step guidance: 

Before Starting the Expense Report

How to Create an Expense Report (Video- 1:33 min) 
How to Create an Expense Report on Concur Mobile (No video) 
Understanding a Concur Header (Video - 1:19 min) 

Concur Business Expense Report: A Step-byStep Guide and How to create a Business Expense Report

1. Login instructions for Desktop (You may also download and use the SAP Concur application your smartphone)
Use the following link to access the site: www.concursolutions.com
● Enter your full UCSB Net ID, including "@ucsb.edu" (ucsbnetid@ucsb.edu)
● Use SSO as authentication method (choose "Sign in with UC Santa Barbara SSO")
● Log in on the UC Santa Barbara SSO site
 
2. Starting an Expense Report - Click “New,” then “Start a Report” at the top of the screen to create a new Expense Report
 
3. Select “Travel and Entertainment Expense” from the Policy menu, then enter a Business Expense Name- this description will be what shows up on the ledger. Report type will be “Entertainment” and the business purpose should explain what was purchased and for what purpose as it relates to the project being charged.

4. Choose the Payee type based on your affiliation with UCSB

 

5. Choose the Department - of where the funding is managed, type in the full name of the department, not the acronym *Note: This field can be filtered to search by text, code or either. If you are having trouble finding the department, try changing the filter to include “either” and add the asterisk symbol " * " before the text.

Example for *ENGL:

Example for *LING:

Example for *PHIL:

Example for *WRIT:

6. FAU (Full Accounting Unit) - This is the associated funding account (e.g., start-up, retention, grant). Make sure to enter the correct four-letter department code and your project code. Your project code is the budget you intend to use to pay for the travel. If you are having trouble finding the FAU, try changing the filter to include “either” and add the asterisk symbol " * " before the FAU.

7. Selecting the correct Funding Sub. - Select sub 3 (Miscellaneous expense)

8. Choose the Cost Type (if known), otherwise leave it blank.

9. Click "Create Report"

10. Upload receipts and add expense. Uploading Receipts Video (1:15 min) 

How to Itemize an Expense on Concur Mobile (No video)
Uploading Receipts on Concur Mobile Video (1:19 min)
Pro Tip: Upload receipts into Concur before starting your expense report.

11. Submit your report. Reimbursement payments will be direct deposited to the primary bank account used for your paycheck. A check will be mailed if no direct deposit is set up in UC Path.

 

Entertainment Reimbursements

Entertainment Reimbursements refer to any expenses related to food, such as a business dinner, lunch meeting, or reception. Please note that UCSB has a strict Entertainment Policy that may restrict or deny your reimbursement claim. You can find this policy on the UCSB website: UCSB Entertainment Policy

Reimbursements for Non-Entertainment and Non-Travel 

When it comes to reimbursements for non-entertainment and non-travel expenses such as supplies and books, it is important to note that, per BFS guidance, Business Expense (Miscellaneous) Reimbursements should always be a last resort. Please consult the Purchasing webpage in Resources to find out how to make a purchase or contact your SASC finance representative. All entertainment and travel reimbursements are processed through Concur.

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