Travel & Expense
General Travel & Expense Guidelines
TCU uses SAP Concur Travel to make managing your travel as simple as possible. It offers a suite of tools and services including online booking and expense management. We also have a dedicated travel agent through Anthony Travel, as well as agents who are accessible 24/7; convenient mobile apps; and university credit cards. Our goal is to provide University travelers with safety, service, and savings.
TCU simplifies travel management:
SAP Concur Travel
Dedicated Travel Agent
Convenient Mobile Apps
University Travel Credit Card Program
Make Your Trip Smooth Sailing
Are you a first time traveler or infrequent traveler? Please review the Getting Started with SAP Concur page for items you will need to do before booking travel with SAP Concur.
Don’t forget to complete a Travel Request for all overnight travel before booking your travel, whether in Concur Travel or with our contracted travel agency, Anthony Travel.
Concur Travel Requests
To create a more efficient process, the University is transitioning away from using various department forms in favor of Travel Requests created directly in SAP Concur. Travelers must identify funding and gather estimated travel costs before creating a request. Beginning October 1, 2023, an approved Travel Request will be required for all employee travel in order to submit a “TCU Travel Expenses” Report Type with a Trip Type of In-State-Overnight, Out of State, and International Travel. The following links provide additional guidance.
When you use your University Travel Credit Card, charges will be input directly into your SAP Concur Expenses. You may also use the Concur Mobile app to capture receipt images while traveling to make the reimbursement process much easier.
How to Submit Travel Receipts Directly to SAP Concur
- Activate your E-Receipts in SAP Concur. Airline tickets, and most major hotels and car vendors are E-Receipt Eligible and will send an E-Receipt directly to your SAP Concur Expenses.
- Use the ExpenseIt tool within the Concur Mobile app to take a picture of receipts on the go.
- If you don’t have a smartphone you can scan and email, or forward receipt images (5 MB limit per file) to receipts@concur.com. You must have your email verified in your SAP Concur Profile to utilize this functionality which emails receipt images directly to your SAP Concur Expenses.
Submitting and Approving Expenses on the iPhone
- Signing into the Concur Mobile App
- Working with ExpenseIt - iPhone
- Capturing Receipts - iPhone
- Creating an Expense Report - iPhone
- Approving Travel Requests - iPhone
- Approving Expense Reports - iPhone
While using Concur Travel, after the completion of your trip, your travel expense will be populated in SAP Concur. You or your delegate will create an Expense Report in SAP Concur using the information and receipts provided. Please review the information below for details on submitting a travel reimbursement.
Be sure to submit your travel reimbursement expenses within a reasonable period of time to allow processing. Please note that due to I.R.S. regulations, any receipt received after 90 days of your return from travel will be processed as a taxable reimbursement.
Helpful Links & SAP Concur Resources
Creating & Adding Expenses to Expense Reports in Concur
- Creating a New Expense Report
- Creating an Expense Report with Fixed Travel Allowance
- SAP Concur Per Diem Offset
- Adding an Out-of Pocket Expense to a Travel Expense Report
- Correcting and Resubmitting Expense Report
- Creating an Attendee Group (Video)
- Concur Attendee/Recipient Functionality (PDF)
- Deleting an Expense Report
Entering Different Expense Types in Concur
- Itemizing an Expense
- Itemizing Hotel Expenses
- Allocating Expenses
- Working with Available Receipts
- Missing Receipt Affidavit Process
- Adding Attendees/Recipients to a Business Expense
- Creating a Group of Attendees to add to a Business Expense
- Entering Personal Car Mileage
- Converting Foreign Currency Transactions
Managing & Approving Reports in Concur
- Approval Quick Reference Guide
- Delegates and Special Review Approval Guide
- Workflow Approval Diagrams
- Printing & Submitting an Expense Report
- Reviewing & Approving/Rejecting an Expense Report
- Adding an Additional Review/Approval Step as an Approver
- Add an Additional Review Step as an Approver
- How to Set Up Approver Delegate
- Adding a Delegate
BI Cognos Reporting
Faculty and staff will receive per diem to cover meals and incidental expenses incurred in conjunction with international University business travel. Receipts are not necessary. TCU provides per diems are based on a percentage (70%) of the Department of State foreign per diem rates for meals and incidentals https://aoprals.state.gov/web920/per_diem.asp . When applicable and appropriate a “reduction” should be entered in SAP Concur for covered/ineligible meals.
For your convenience we have created an International Per Diem Tool to assist you with your expense report and MUST BE attached to your expense request. International Per Diem Tool