Did You Know ...?
There is an expense type in Concur called Reimbursement on Behalf of Others. You can use this expense type on an Expense Report to document expenses you incurred on behalf of others traveling with you. Let's look at an example of a faculty member who has paid for a student's travel.
How Faculty Addresses Paying for Student Travel:
Faculty adds the expense type Reimbursement on Behalf of Others. When the faculty adds that expense type to the travel expense report, they will have to address the following fields:
- Other Traveler's name
- Other Traveler's Request ID
- Other Traveler Type (staff, faculty, student, etc.)
- Question: What Was the Expense For?
- Question: Did you Accompany the other Traveler?
- Payment Type: Out of Pocket (if paid by faculty)
- Amount: the amount paid on behalf of the traveler
If the faculty decides to itemize that expense, to break down individual costs per day or per segment for the expense, each itemization breakdown needs to also be the Reimbursement on Behalf of Others expense type.
How the Student Addresses the Faculty Payment:
The student traveler will add the appropriate expense type, for example, Train fare, to their own report, even if the student did not incur the expense. The student will add the appropriate expense type, but then designate that someone else paid for that expense by choosing Third Party Payment as the Payment Type for that expense. The Amount field should be 0.
Reminder: Non-employees are not reimbursed through Concur (no expense reports for non-employees). Non-employee travel reimbursement is through a NONPO Invoice in Quantum Financials.
Concur Training will have a tutorial on performing this process this week, so check out your Concur tutorials to see how this process works.