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To request reimbursement for a non-travel, non-hospitality expense, you must create an expense report using the following process. You can assign a delegate to act on your behalf.
Create the Report:
From the home page, select Create Expense Report.
Select Employee Expense - Non-Travel as the Report Type.
Complete required fields (marked with a red asterisk), including Report Name, Report Start/End Dates, Business Unit, Fund, and Department.
Add Expenses:
Select Add Expense within the report.
Choose Manually Create Expense to select or search for the appropriate expense type, such as "Supplies".
Enter transaction details, including Transaction Date, Vendor Name, City of Purchase, and Amount.
Attach Documentation:
Select Add Receipt to upload or drag and drop supporting image or PDF files (5MB limit per file).
If a receipt is lost, you may navigate to Manage Receipts > Missing Receipt Declaration to complete a required acknowledgement [only available to the requester, not a delegate].
Finalize and Submit:
Itemize expenses if a single transaction should be split across multiple expense types.
Allocate expenses if they need to be charged to multiple chartfields.
Review the Report Totals to see the amount due for reimbursement.
Select Submit Report to send it for approval.
Notes:
If there is a Hospitality-related expense, please refer to the Hospitality FAQ.
For travel-related expenses, create a Travel expense report instead, using report type Employee Expense – Travel or Employee Expense – Travel (Local/Mileage).
Here are some key policy callouts* for travel and business expenses that relate to completing a Concur travel expense report:
The 60-Day Deadline: You must submit your Travel Expense Claim (expense report) to the university Travel Office within 60 days after the last day of travel. (If you have recurrent local travel, reports may be aggregated and submitted monthly).
Concur Auto-Closure (61 Days): Approved Travel Requests automatically close on day 61 after your travel end date. If you miss the 60-day window, you cannot submit the report until the request is re-opened, which requires written exception approval from your Division VP and the CFO.
Taxable Income Penalties: If you fail to substantiate your expenses within 60 days, or fail to return unused travel advances within 120 days, the university is required by the IRS to report these amounts as taxable income subject to payroll withholding.
The $75 Receipt Rule: You must submit itemized receipts for any individual travel expense in excess of $75.
Lost Receipts: If an original receipt is lost and a duplicate cannot be obtained, you must fill out a Missing Receipt Declaration. This form requires you to certify the actual amount paid and confirm you will not seek duplicate reimbursement from any other source.
Delegate Exception: While an expense delegate can prepare reports and upload receipts on your behalf, only you (the traveler) can complete and sign a Missing Receipt Declaration.
The 25-Mile Radius Rule: You are not eligible for any meal or lodging reimbursements if your travel destination is within 25 miles of your normal work location or primary residence.
No Receipts Needed: Daily employee traveler meals are paid out as a fixed per diem allowance based on your temporary assignment location. You do not submit or attach meal receipts when claiming standard per diem.
First & Last Day 75% Rule: You are only eligible for 75% of the daily per diem rate on the first and last calendar days of travel.
Meal Deductions: If any meals are provided to you at no charge (such as those included in a conference registration fee or official entertainment), you must deduct the value of those meals from your daily per diem claim using the GSA meal breakdown.
Single-Day Overnight Requirement: You cannot claim meal per diem for trips under 12 hours. For trips under 24 hours, you are strictly ineligible for meal reimbursements unless your travel includes an overnight stay supported by a lodging receipt.
Domestic Rate Cap: The maximum allowable domestic lodging rate is $333 per night, excluding taxes and related charges.
Conference Hotel Exceptions: You are allowed to exceed the $333 limit without prior administrative approval if you stay at a prearranged conference hotel. However, you must attach the official conference hotel rate documentation directly to your claim.
California Tax Exemption: When traveling to California cities or counties, you should present form STD 236 (Hotel/Motel Transient Occupancy Tax Waiver) at check-in. Note that hotels retain the discretion to grant or deny this tax exemption.
Host Gifts: If you choose to lodge with a friend or relative instead of a commercial facility, you may be reimbursed up to $75 for a single non-cash host gift (such as groceries, flowers, or a restaurant meal).
Standard Economy Baseline: Standard economy class is the baseline requirement for flights. While standard seat selection fees are reimbursable, any upgrades that change your class of service (such as premium economy, extra legroom, or business class) are non-reimbursable out-of-pocket costs unless an accommodation exception is approved in advance.
Surface Travel Cost Comparisons: If you choose to drive your personal car for trips exceeding 250 miles (for personal reasons) rather than flying, your reimbursement is capped at the cost of the equivalent standard economy airfare, and you must attach a cost comparison to your claim.
Motorcycles Prohibited: Under no circumstances are motorcycles authorized for official university business, and no reimbursements will be made for their use.
Laundry Services: You can only claim laundry, dry cleaning, or pressing of clothing as a reimbursable business expense if your business trip exceeds six consecutive days.
Non-Reimbursable Personal Items: Personal expenses are prohibited on university funds, including domestic ATM/credit card fees, traffic/parking citations, club memberships, personal care, and frequent traveler program participation fees.
*This AI-generated guidance is informational only and not meant to substitute for actual CSU policy statements.