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
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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: concur@rice.edu
• 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
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