Travel Expenses

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Process for Reconciling Travel Card Expenses for Another Traveler

When a Travel Card is used to pay for expenses on behalf of another traveler, both the cardholder and the traveler have specific steps to follow to ensure the expenses are reconciled correctly in Concur.

For the Cardholder (who paid with their Travel Card):

1. Create an Expense Report: Create an expense report in your Concur account for the transactions charged to your Travel Card.

2. Add Expenses: Add the relevant card transactions, with the Payment Type showing "Travel Card," to this report.

3. Include Details:

   • In the Report/Trip Name, refer to the traveler’s name.

   • In the Comments section (in the Report Header), include the traveler’s first and last name, their approved Request ID number or FTS TR#, and any other relevant trip details.

4. Documentation: Attach your original receipts and a copy of the traveler’s approved request form to the report.

5. Timing: You can reconcile these transactions as they appear, even before the trip is complete. Please ensure you use the actual transaction dates (not future trip dates) if submitting before travel concludes.

For the Traveler:

1. Create an Expense Report: Submit your own expense report for your travel expenses (e.g., personal credit card expenses, meal per diems). You can create your expense report from your approved Concur Travel Request.

2. Reference Cardholder Report: In the Header Comments, reference the Cardholder’s name and approved Concur Expense Report #.

3. Add Cardholder Expenses: Manually add the expenses that were paid by the cardholder (e.g., the hotel or airfare) to your report. Set the Payment Type to "University Paid".

4. Documentation: Attach a copy of the cardholder’s approved expense report and copies of the cardholder’s receipts to your report.

Follow this "University Paid" method to ensure that both the cardholder’s bank statement is reconciled and the traveler’s full trip expenses are accounted for without double-reimbursing the traveler.

Where can I find receipts for travel booked in Concur?

In SAP Concur, access features related to your travel history, bookings, and traveler options via these tools and sections. 

You will need to sign up to receive e-receipts for them to appear in your Concur account. (Only receipts from participating partners will appear.)

• Trip Library:

  • Navigate to Travel > Trip Library from the top menu.

  • View past, active, or upcoming travel bookings, itineraries, and trip histories.

• Travel Arrangers View:

  • If you are designated as a travel arranger, go to Travel > Arrangers.

  • Review upcoming trips, locator numbers, notes, and preferences for travelers under your profile.

• Available Receipts / Expense Reports Library:

  • To view saved receipt images, go to Manage Receipts > View Available Receipts within an expense report.

  • To view active or previous expense reports, select Expense > Manage Expenses to access the Report Library.

Background

Purpose

The primary purpose of these materials is to provide a transparent, user-friendly guide for SJSU campus employees to navigate the Concur expense reconciliation process. The resources are designed to help users evaluate critical decision points (such as expense ownership and non-employee travel) and highlight essential information required to support compliance with systemwide CSU policy. These are reference aids and do not function as institutional policy documents; they exist solely to help the campus community correctly interpret and apply existing CSU regulations within the Concur platform.

Audience

The target audience consists of:

• Campus Users: Faculty, staff, and employees who book travel or reconcile expenses in Concur.

• Support Roles: Department administrators, travel arrangers, and delegates who assist others with travel-related activities.

• Approving Officials: Managers and DOA approvers who review and approve requests and expense reports.

Context

These materials were developed as part of the university-wide initiative to modernize travel and expense management through the SAP Concur platform.

• Policy Alignment: The resources are intended to interpret and support compliance with CSU Payment Card Policy, which allows for the use of Procurement Cards (ProCards) for eligible travel-related expenses—a shift from previous campus-specific legacy practices.

• Development: The infographics were created as part of a collaborative effort involving Finance and Business Services (FABS) to ensure campus users have on-demand access to clear, accurate guidance during the transition.