In an effort to simplify and streamline the expense report process we have recently updated the guidelines for cancelled tickets originally purchased through Concur or Anthony travel that are expected to be charged to a UConn KFS account.
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When to Expense Cancelled Trips
As soon as you know that your trip needs be cancelled, reach out to Anthony travel to request the cancellation and request a refund.
If the cancellation results in a refund where the Travel Card was used for the purchase add both the original airfare charge and the refund to the expense report and submit for approval.
If the cancellation results in a refund where a personal card was used no expense report is required to be submitted as the refund will be issued directly to your personal card.
If the cancellation instead results in an airline credit add the original airfare charge to an expense report and submit for approval.
Your airline credit will be in Anthony Travel’s UConn Travel Bank for your future use towards another UConn Business Trip.
If you have no future UConn Business travel plans, advise Anthony travel to allow them to proceed with name changes on eligible tickets to allow other UConn travelers to use the credit so that it is not a lost value.
If a name change occurs Anthony Travel will provide a report to the Accounts Payable department with the new KFS account the charges should be transferred to, which will be done via a General Ledger Transfer (GLT) in KFS after the concur expense report is fully approved.
Additional Information
On each expense report indicate in comments that the airfare expense is from a cancelled trip, also indicate if you have a future trip that you will be using the credit towards.
Cancelled airfare expenses are not allowed to be expensed to a research grant KFS accounts so travelers will need to enter either an IDC account or departmental account in Concur for processing. If the credit is reused in the future for a research grant related trip you can proceed to do a GLT in KFS at that time to transfer the charges to the grant KFS account.
Logging In
Navigate to any web browser.
Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”
Starting from an Approved Request
UConn related business travel, that includes Air, Car Rental, and/or Hotel, must have a Travel Request (within Concur) submitted and approved before the start of that trip. Cancelled trips also require the fully approved travel request to reconcile travel expenses even through travel has not yet taken place.
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Update any other header fields, as necessary.
Scroll to the bottom of the Report Header. The Claim Travel Allowance menu displays.
Click NO, since this is a cancelled trip and no travel took place.
Adding Expenses
When using the UConn Travel Card, transactions automatically feed into the travelers Available Expenses queue within the Expense module.
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Travelers can also use the Create New Expense menu for out of pocket transactions.
Adding Travel Card Expenses
From the open expense report, click Add Expense.
Click Available Expenses. A list of Travel Card Expenses display.
From the Available Expenses menu, click the check box(es) for the appropriate expenses to be added to the current expense report.
Click Add to Report.
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Complete all required fields marked with a red asterisk.
Complete optional fields, as necessary.
As necessary, click any of the following:
Click Itemizations (to itemize the expense into multiple expense types).
Click Allocate (to allocate the expense to one or more KFS accounts).
Click Attach Receipt Image (to upload and attach receipt images).
Attendees (to add the name of the individual who used the expense).
Adding Out-of-Pocket Expenses
Out of Pocket expenses must be added manually from within an open expense report.
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Out of pocket reimbursements for Guests must be submitted via HuskyBuy. Out of pocket reimbursements for Students must be submitted on a separate expense report in the Student’s own profile. |
Submitting your Report
On the expense report page, click Submit Report.
Scroll through and read to the end of the Attestation.
Click Accept & Submit. The Report Totals window displays.
Review the information for accuracy, and then click Submit Report. The Report Status window appears.
Click Close.
Closing/Inactivating a Request
If travel that was purchased solely on a Personal credit card has been cancelled with a resulting full refund, travelers do not need to create an expense report, however, the previously approved Travel request will need to be closed/inactivated.
From the Concur homepage, click Requests from the top ribbon.
Click the name of the Request you want to Close to open that request.
Click the More Actions drop-down arrow and select Close Request then clock OK.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to the Training and Resources page located on the Travel Services page.
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