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Travel & Expense Management Newsletter: Spring 2022

Tips for Concur Report Reconciliation

When using the University Travel Card, we understand that navigating the long list of expense types can get overwhelming. Payment Processing & Compliance compiled the following step-by-step guides to assist with some of the more difficult submissions. For this newsletter we will focus on the topic of meal per diems: 

Food Expenses exceed One Day Per Diem Rate, but not Per Diem Rate for the Entire Trip 

There are times during travel where the restaurants prices are a little higher than expected and the combined total for breakfast, lunch, and dinner exceed the daily per diem rate for one day, but not the total per diem for the trip. If this is the case, for a clean auditing trail, do the following: 

  1. Fill out Meal Per Diem information claiming full per diem per day (If a meal is supplied by the Event/University/Conference, make the adjustments accordingly.) 
  2. Change all the Actual Meal Cost (In lieu of per diem) expenses to Actual Meal Cost (Applied to per diem). 

Meal Per Diem, Actual Meal Cost, *Group Business Meals on T-Card 

When claiming Meal Per Diem, any Actual Meal Cost and the portion of the Group Business Meal associated with your cost must be deducted from the per diem. Follow these steps: 

  1. Fill out Meal Per Diem information claiming full per diem per day (If a meal is supplied by the Event/University/Conference, make the adjustments accordingly.) 
  2. For personal meals, change the expense types to Actual Meal Costs (Applied to per diem) 
  3. For Group Business Meals, you must itemize the expense and choose the Personal Expense (Non-Reimbursable) expense type (works like Actual Meal Cost (Applied to per diem)) and then enter the amount associated with your cost. Then you will want to comment on that expense type that it is being Applied to the per diem. It will then subtract the amount from the report. 

*This includes Group Business Meals in which the restaurant does not require a contract.  If the restaurant does, however, require a contract, please create a requisition using the Conference/Event Agreement Specialty form in the PantherExpress System with a contract.  Payment can only be made on the University Travel Card after the contract has been fully executed and  the requisition has been approved by Purchasing Services. 

Reminder: Tax-Exempt Status 

This is a reminder that the University of Pittsburgh, as an educational institution, is exempt from sales tax in many states. When paying for goods and services, utilize the documents and information on this page, to notify the supplier of the University’s tax-exempt status to ensure you do not pay sales tax. The Pennsylvania State Tax Exemption number is also printed on the front of the University Travel Cards for your convenience. 

Note: Payment of hotel/motel, airfare, and restaurant taxes are still required. 

Review the following procedures for scenarios where the supplier is unable to refund the tax or if you do not wish to provide the university’s tax-exempt status to the supplier: 

When using the University Travel Card

  • If the supplier is unable to refund the tax, please comment on the expense and resubmit. 
  • If you do not wish or are unable to contact the supplier, please itemize the expense to mark the tax as “Personal Expense (Non-Reimbursable).” You will then need to reimburse the university for the tax owed. 

When using a payment method other than the University Travel Card 

  • If the supplier is unable to refund the tax, please comment on the expense and resubmit. 
  • If you do not wish or are unable to contact the supplier, please submit reimbursement for the total before tax. 

Student Travel Booking and Expense Reporting 

Review the processes for student travel bookings and expense reporting. This guide includes detailed information regarding student travel expenses where the University is paying 100% or a partial reimbursement as well as car rentals for students and frequently asked questions. 

You're Invited!

Return To Travel Virtual Series 

This series began in September 2021 with the goal to provide information and resources to ensure a smooth transition as many University staff and faculty members begain returning to travel.  

Our final session in this series will be presented by United Airlines on March 23, 2022 from 11:30am – 1:00 pm. Visit this page for more information about the series and for registration instructions. 

Travel and Expense Management Lunch and Learn Virtual Series 

The goal of this series is to review important information and training topics related to the travel and expense management program. For the time being, these sessions will be offered monthly (versus quarterly) to ensure all University Travel Card cardholders and Concur users are prepared to book travel and manage their expenses. 

This Travel and Expense Management Lunch and Learn virtual session will cover frequently asked questions for payment processing, the Concur system, and travel topics, concluding with an interactive period for any questions. Representatives from Anthony Travel, the University’s contracted Travel Management company will also be present. 

The next session will be hosted via Zoom on March 2, 2022 from 11:30am to 12:30pm. Visit this page for additional information and to register for free. 

Coming Soon: New User Interface For Concur

A system upgrade will occur this in the fall of 2022 for the University’s online travel booking and expense management tool, Concur. More information about the roll out of this upgrade will be shared when available.