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Concur Travel and Expense

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Benefit to Faculty

Concur is a web-based travel booking and expense reporting software tool •Electronic receipts •Mobile app (with complete itinerary) •Eliminates need for paper travel envelopes and monthly statements •Faster reimbursement Christopherson Business Travel will be our Travel Management Company •Use is not mandatory •Helpful in scheduling complicated trips •Savings opportunities •Small fee for service •Customer service (toll free number)

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What Faculty Need to Do

• Set up a profile in Concur • Password • • • • • • Add mobile phone number Add work or home number Activate e-receipts (requires any credit card to be registered) Verify email address Add travel arrangers/expense delegates (staff who may act on your behalf) Optional to add • Frequent traveler membership accounts • Passport number • Travel preferences • Personal credit card (to take advantage of credit card benefits) • Log in and submit expense reports when they are complete • Routed electronically for approval • • Help desk: [email protected]

Refer to Rice website for information

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Changes in Policies & Procedures

Proposed

•One policy for travel, business meetings and entertainment •More expenses are allowable (e.g., wi-fi charges for work, certain airline fees) •Economy Plus upgrades for flight segments over 3 hours •Allows dependent care (above and beyond regular care) for travel to conferences when pre-approved by appropriate approver and no alternative exists •Meal allowance includes higher levels for meals involving donors, senior level recruitments, dignitaries

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Changes in Policies & Procedures

•Clarifies rental car allowance • Rice preferred vendor (Enterprise) includes navigation system in price •Itemized receipt requirements clarified: • Required for Pcard charges over $75 • • Required for out-of-pocket expenses over $25 Required for all alcohol and entertainment expenses