Graduate School Professional Development Award Conference Travel Expense Reports Contents

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1 Graduate School Professional Development Award Conference Travel Expense Reports Contents General Information... 2 Step 1: Create Expense Report... 3 Fill Out Report Header... 3 Add Approvers, Award Information, and Conference Program... 6 Step 2: Add Expenses... 6 Airfare... 6 Lodging... 8 Meals Car Rental Gas / Mileage Other Common Expenses Step 3: Allocate Expenses, Review, and Submit for Approval F.A.Q. s... 15

2 General Information Please review the University Travel, Entertainment, and Business Expense Policies and Procedures prior to your travel. Note that the Current Mileage Reimbursement Rate and Per Diem Rates information sheets on the Controller s website do not apply to travel for Graduate students. Also note that advances are not available for Graduate School awards. Reference guides and online tutorials are available on the TravelND website. There are also training sessions available multiple times per month. Training session schedules can be found on endeavor.nd.edu. An overview on how to create expense reports can be found in the Quick Reference Guide for Graduate Student Reimbursements located here. The report must be submitted (via travelnd) within 60 days of completion of travel or latter of incurrence/payment of the business expense. Please collect and retain all travel-related receipts until you have been reimbursed for your expenses. Receipts showing evidence of full payment are required for every line item on the expense report (except per diem/special travel allowance). If you do not have a receipt for a meal and you are not using per diem/special travel allowance, a missing receipt affidavit is required for the meal. The missing receipt affidavit is available here. If you do not have a receipt for a non-meal expenses and the expense is $25 or greater, a missing receipt affidavit is required for the expense If you have a receipt or confirmation, but it does not show evidence of full payment (e.g. a receipt that doesn t show the tip, an airfare booking that doesn t show a credit card was charged), a bank/credit card statement showing the payment may also be attached. Do not combine purchases with other travelers if possible. Receipts for meals should be itemized, i.e., they should clearly show the items purchased during the meal. General questions about how to create/submit expense reports should be directed to your department administrator. Any professional development award questions should be directed to Colleen Turk, Financial Assistant, Grad School (574)

3 Step 1: Create Expense Report 1. To file an expense report, access and login using your NetID and password. (You can also access the Concur system through insidend. Within insidend, click on the Administration tab and go to the travelnd channel. Click on the travelnd logo to login.) 2. In the Active Work section of My Concur, click New Expense Report. Fill Out Report Header (See Figure 1 for reference) 1 In the Report Name field, enter your name and the conference name. 2 In the Policy field, choose Graduate Student Expense Policy. 3 In the Business Purpose field, enter conference. 4 In the Restricted/Grant Funds field, choose the correct selection (unless you re charging an adviser s grant fund, most likely the answer should be no restricted/grant funds used in this report ). 5 In the Fund field, if you haven t been given a fund number, choose (999999) Generic Default Placeholder; in the Organization field, choose (58050) University; in the Program field, choose (10) Instruction; the Activity and Location fields can be blank. Fund, Org., and Program fields will be filled in by department/institution approvers when they receive the report (see Figure 2 below) 6 Enter your name and telephone number in the Contact Name and Contact Phone Number fields 7 If you re attending a conference, choose No in the Fellowship/Scholarship/Award field. (If you re entering an expense report for something other than a conference, consult Student Travel and Tax Issues on the Controller s website to determine the correct entry in this field.) 8 Enter your citizenship status in the Type of Guest/Visitor/Student field 9 Click Next 10 If you ve entered the (999999) Generic Default Placeholder in the Fund field, you ll get the following error message (see Error! Reference source not found.): The Fund-Org-Program on this report is a default generic combination from your profile. You or your approver can change the Fund-Org-Program in the expense report header to a value appropriate for your department and this expense report. Please click Next button or Submit Report to continue. This is an informational error message and can be bypassed. Click the Next button on the bottom right side of the screen.

4 Figure 1: Report Header

5 Figure 2: Exception Warnings

6 Add Approvers, Award Information, and Conference Program 1 From the Details drop-down click on Approval Flow and add the correct approver for each department/institute that will be charged on this report. Then click Save Workflow. 2 Common approvers are listed below, but you should check with the dept./institute if you re unsure Grad School Flaherty, Brian ISLA Williams, Amy GSU Frahn, Donna Nanovic Konopka, Sharon 3 From the Details drop-down, click on Comments and enter the award amount and department name for each award you received towards this endeavor (e.g., $100 from Grad School, $100 from GSU, and $100 from home department) 4 From the Receipts drop-down, click on Attach Receipt Images. Upload the following items: Conference program (first page showing conference name/dates and the pages showing your presentation schedule are acceptable), Any award notifications, and The Student Business Travel Certification Form available here. (If you re entering an expense report for something other than a conference, consult Student Travel and Tax Issues on the Controller s website to determine if you need to include the Student Travel form.) Step 2: Add Expenses Airfare If airfare was involved in your travel, follow the instructions below, even if you were already reimbursed for the airfare 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Select Airfare & Related Fees-Domestic (77010) or Airfare & Related Fees-Foreign (77510) based on the final destination of your ticket 3 In the Transaction Date field, enter the day the airfare was purchased 4 In the Trip End Date field, enter the day your returned from your travel 5 In the Vendor field, enter the airline for the longest portion of your flight 6 Choose the applicable class in the Class of Service field 7 In the Destination City field, type the final destination city as City, State and then select the correct one from the drop-down 8 Payment Type should be Cash (unless a university-issued Chase Meeting card was used) 9 In the Amount field, enter the amount you were charged. If you were charged in a currency other than U.S. dollars, select the appropriate currency from the drop-down and adjust the rate to match the rate reflected on your receipt if necessary. 10 Click Attach Receipt and upload the documentation proving you were charged the amount listed in the expense. Note: the receipt must show some evidence that payment was made. At a minimum, the name of the payee, date of payment, and amount should appear on the receipt. 11 If you were already reimbursed for this expense, check the box next to Non-Reimbursable Expense. 12 Click Save.

7 Figure 3: Two Options to Add an Expense

8 Lodging If lodging was involved in your travel, follow the instructions below, even if you were already reimbursed for the lodging 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Select Lodging - Hotel, Motel, Inn-Domestic (77050) or Lodging Hotel, Motel, Inn-Foreign (77550) based on the location of the lodging 3 In the Transaction Date field, enter the day you were charged for the lodging 4 In the Trip End Date field, enter the day your checked out from the lodging 5 In the Vendor field, enter the name of your lodging. If the drop-down list provides the correct name, you can select the name from the list. If not, type the name in manually. 6 In the Destination City field, type the final destination city as City, State and then select the correct one from the drop-down 7 Payment Type should be Cash (unless a university-issued Chase Meeting card was used) 8 In the Amount field, enter the amount you were charged. If you were charged in a currency other than U.S. dollars, select the appropriate currency from the drop-down and adjust the rate to match the rate reflected on your receipt if necessary. 9 Click Attach Receipt and upload the documentation proving you were charged the amount listed in the expense. Note: the receipt must show some evidence that payment was made. At a minimum, the name of the payee, date of payment, and amount should appear on the receipt. 10 If you were already reimbursed for this expense, check the box next to Non-Reimbursable Expense. 11 Click Itemize 12 Enter the date you checked in (the check-out date carries over from the previous screen). 13 In Room Rate enter the daily room charge from the lodging bill; in Room Tax enter the daily tax from the lodging bill 14 If the same additional charges such as laundry or internet were on the bill each day, enter those under Additional Charges (each night). [See Figure 4] 15 Click Save. 16 If the lodging receipt shows charges that did not occur each day (e.g., room service), you will be prompted to add an itemization to account for the expense amount (or, alternatively, you can select the lodging expense from the left-pane and click Add Itemization.) [See Figure 5]

9 Figure 4: Daily internet charge

10 Figure 5: Add extra lodging charge

11 Meals If you paid out-of-pocket for meals, choose either Option A or Option B for reimbursement. If a portion of your meals was included in the conference, you must use option B. Per Notre Dame's expense policy, you cannot mix a travel allowance (Option A) and actual meal expenses (Option B) on the same business trip. OPTION A: Per Diem Do NOT use TravelND expense type called per diem, instead use Travel Allowance 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Choose Travel Allowance Special use only - Domestic (or Foreign 77570). Ignore the alert that says this is for Athletics use only. 3 Transaction Date should be first day of travel 4 Enter City 5 Enter a comment such as "Grad School Notebaert award pays 1/3 of the meals per diem rate. The calculation is $46 * 1/3 = $ Repeat this process for each day of the trip 7 Note: per university policy, the first and last days of your trip are eligible for 75% of the rate (e.g., $46 * 1/3 * 0.75 = $11.50) OPTION B: Original itemized receipt(s) 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Choose Meals-Domestic-Breakfast, Lunch, Dinner or Meals-Foreign-Breakfast, Lunch, Dinner. 3 In Vendor Name, enter the name of the restaurant/store 4 If alcohol was included on the receipt, the expense must be itemized. Click Itemize, enter the cost of the alcohol in the Entertainment- Beverage/Alcohol field, and click the box next to non-reimbursable expense. Enter the remaining portion of the bill in the Meals field. 5 Note: Each meal/receipt must be listed separately on report. Groceries (food items only, not toiletries or supplies) are acceptable purchases.

12 Car Rental If a car rental was involved in your travel, follow the instructions below, even if you were already reimbursed for the rental 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Select Car Rental-Domestic (77030) or Car Rental-International (77530) based on the location of the rental 3 In the Transaction Date field, enter the day you were charged for the rental 4 In the Vendor field, enter the name of the rental company. If the drop-down list provides the correct name, you can select the name from the list. If not, type the name in manually. 5 Payment Type should be Cash (unless a university-issued Chase Meeting card was used) 6 In the Amount field, enter the amount you were charged. If you were charged in a currency other than U.S. dollars, select the appropriate currency from the drop-down and adjust the rate to match the rate reflected on your receipt if necessary. 7 Click Attach Receipt and upload the documentation proving you were charged the amount listed in the expense. Note: the receipt must show some evidence that payment was made. At a minimum, the name of the payee, date of payment, and amount should appear on the receipt. 8 If you were already reimbursed for this expense, check the box next to Non-Reimbursable Expense. 9 Click Save Note: Collision damage insurance (sometimes referred to as CDW or LDW), personal accident insurance (PAI), & liability insurance supplement (LIS) should be declined when traveling within the U.S.; if elected, such insurance is not reimbursable. However, when traveling outside the U.S., this coverage should be selected and is reimbursable. Gas / Mileage If mileage was involved in your travel, follow the instructions below. Automobile expenses will be reimbursed based on miles traveled (not the Internal Revenue Service mileage rate which is designed to cover gas, oil, and fixed costs such as insurance and depreciation) 1 Click the New Expense button or choose expense type from right-hand window (See Figure 3) 2 Select Gas and Oil (72701) or Gas and Oil for Rental Cars (77030) based on your situation 3 In the Transaction Date field, enter the day you were charged for the gas 4 In the Vendor field, enter the name of gas station. If the drop-down list provides the correct name, you can select the name from the list. If not, type the name in manually. 5 Payment Type should be Cash (unless a university-issued Chase Meeting card was used) 6 In the Amount field, enter the amount you were charged. If you were charged in a currency other than U.S. dollars, select the appropriate currency from the drop-down and adjust the rate to match the rate reflected on your receipt if necessary. 7 Click Attach Receipt and upload the documentation proving you were charged the amount listed in the expense. Note: the receipt must show some evidence that payment was made. At a minimum, the name of the payee, date of payment, and amount should appear on the receipt. 8 Click Save Note: Use of a personal automobile for business travel in excess of 1,000 total miles requires cost justification, including a flight quote (available from Anthony Travel) for coach fare on the dates of travel to show the cost comparison. If the anticipated mileage reimbursement is greater than the cost of a flight, the mileage reimbursement will be limited to the amount of the flight cost.

13 Other Common Expenses Expense Expense Category Expense Type Baggage fees *Travel Airfare & Related Fees Conference fees Employee Development Conference Fees Organization fee / Membership Fee Employee Development Professional Memberships Taxi, tolls, or parking expense *Travel Taxi, Tolls, Parking Bus, Subway, or Train expense *Travel Bus, Subway, Train Groceries Meals & Entertainment Food-Groceries Internet Telecommunications Telecommunications-Internet Foreign Transaction Fees Banking and Financial Fees Banking Fees-Credit Cards Currency Exchange Fees Banking and Financial Fees Banking Fees-Exchange Rates Step 3: Allocate Expenses, Review, and Submit for Approval 1 After you have entered all of your expenses, select all of the expenses and then click Allocate the selected expenses (see Figure 6) 2 Click Allocate By: and then click Amount. 3 Enter the amount of your Graduate School award. 4 Click Add New Allocation and enter the award amount (and fund number, if it was supplied to you) for all awards applicable on this report. 5 Click Save. 6 Click Done. 7 Review the report for accuracy. Double check that an approver is listed for each department/institute that will be charged on the report. 8 Click Submit Report.

14 Figure 6: Allocate Expenses

15 F.A.Q. s What is the Grad School s fund number that should be charged on reports? Please use the generic fund number. The actual fund number will be entered when the Grad School reviews the report. Who do I list as the Grad School approver? Brian Flaherty Can I be reimbursed for expenses before my conference? Airfare and conference fees can be reimbursed as soon as the expense is incurred. The expenses will need to be submitted through TravelND as described above and will need to be reported again as non-reimbursable expenses if a subsequent report is submitted for the same trip. For example, a student flying to California for the ALS conference in March can submit an expense report for the $500 plane ticket through TravelND in December. After returning from the conference in March, when the student submits an expense report for lodging and meals, the airfare should be listed on March s report as a non-reimbursable expense with a comment indicating the airfare was reimbursed in December. What should I do if I lost a required receipt? Please fill out a Missing Receipt Affidavit (available on TravelND and here) and upload it as a receipt on your expense report

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