![]() The nature of the event typically falls under the Concur Business Purpose Types: Employee Morale Building (ex: employee holiday party) & Fundraising/Tickets (ex: Purchase of table/tickets for local activities). Special Entertainment Approval is required for certain entertainment expenses. The highest level of department approval would be Special Entertainment Approval. meeting held off-campus, an event where alcohol was provided, an event with non-UCSD guests in attendance. Meetings and events that are social in nature e.g. Financial Unit Approvers review all Concur documents.Īdditional review and approval is required by the Department Head for standard entertainment, or standard business entertainment expenses. The first level in the workflow is Financial Unit Approval (i.e., the department fund/fiscal manager). The levels of approvals for events include: No comparison airfare is needed and actual expenses are reimbursable. After the conference, the traveler flies to Salt Lake City to meet with a key collaboration partner before returning to San Diego. Ensure that the business purpose is clearly stated and additional backup documentation is included when claiming expenses.Įxample: Traveler travels from San Diego to Dallas for a conference. If there is a valid business purpose to extend the travel or to travel to a different location before returning to the origin of the trip, then the actual expenses are reimbursable. The lesser amount between the actual expenses and the comparable is reimbursable. When booking the airfare, a comparable quote must be found for a flight from San Diego - Dallas on 1/11 and Dallas - San Diego on 1/14 (as if the traveler did not take personal travel). They then fly from Denver to San Diego on 1/17. After the conference, the traveler flies to Denver on 1/14 for personal travel. This also applies if the traveler travels to a different place for personal reasons before returning to San Diego (or the origin of their trip).Įxample: Traveler travels from San Diego on 1/11 to Dallas for a conference. When booking the airfare from 1/11-1/17, a comparable quote must be found for 1/11-1/14 (as if the traveler did not take personal travel). The traveler is eligible to receive reimbursement for whichever amount is lower.Įxample: Traveler is going to a conference from 1/11 and returning on 1/14, but would like to stay until 1/17 as personal travel. If airfare is involved, a comparable airfare (airfare that follows the business travel dates) must be found at time of booking. Earlier this year, Advito announced a partnership with Tripkicks to provide messaging to travelers booking in Concur regarding sustainable flight options based on the Gate4 methodology.If travel dates are changed or extended for any non-business reason, or if travel is extended to include personal travel, the traveler may only be reimbursed for expenses incurred within the business travel dates. The Gate4 Insights tool, which Advito launched last year, is based on an ISO-certified calculator for carbon emissions that takes in such factors as aircraft type and radiative forcing when determining emissions, with the certification meaning companies can use the data in annual financial and sustainability reports, Advito said. The Total Trip Insights tool can bring in Concur Expense data alongside agency data and data from other third-party sources to show a comprehensive analysis of a travel program, according to Advito. That means "our clients can now effortlessly obtain valuable insights into their travel program's global emissions, overall costs, supplier performance, leakage, trip purpose and more," Advito global practices and sales principal Olivier Benoit said in a statement. With the integration, both applications now are available in the SAP Concur App Center and connect to Concur via an API that enables data to flow from Concur into Advito's analytics suite. Advito, BCD Travel's consulting arm, has integrated its Total Trip Insights travel program consolidation app and Gate4 Insights carbon emissions management app into Concur Travel and Expense, the company announced.
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