FrequentlyAskedQuestions
CollectedbelowarethemostFrequentlyAskedQuestionsforeasyreference.Ifyourquestionisn'tansweredhere,pleaseemail
[email protected],[email protected],[email protected].
WhydidVanderbiltimplementanewtravelpolicyandprogram?
Convenience:
 “Soft”policycheckshelpusersstaywithinguidelineswhenbooking.
 Intuitiveuserinterface(tool)andhigh‐qualityin‐personassistance(agency)enhancebooking
experience.
 Proven,in‐personagencysupportinemergenciesontheroad.
 Automatedexpensereporting,featuringpre‐populatedreportsandstate‐of‐the‐artfunctionality(e.g.,
receiptsuploadviamobiledevice).
DutyofCare
 Enhancedabilitytoidentifyandassisttravelersintheeventofanemergency.
Intelligence:
 CentraldatarepositoryofVanderbiltcommunitytravelutilizationtobetterinformmanagementand
centraltraveloffice.
 Increasednegotiatingpowerwithtravelvendors(airlines,hotels,rentalcarcompanies,etc.)asall
bookingsarecapturedandrecognizedasVUspendbyvendors.
 Substantiallydecreasesadministrativeeffortandimprovesinternalcontrols.
 Enhancedfairnessamongtravelcommunityacrosscampus,asnon‐compliantusagecanbeeasily
identifiedandresolved.
Speed:
 Substantialreductionofpre‐travelbureaucracybyeliminatinglayersofapprovalsandpaperwork.
 Fastestpossibledisbursementcyclebymeritoffullyintegratingthebookingandexpensetooland
transitioningtoe‐workflow–targetis4‐6businessdays.
 Faster,on‐the‐spotassistanceinemergencysituationsorforspecialrequestswhiletraveling.
PLANYOURTRIP
VisittheVanderbilttravelwebsitevanderbilt.edu/travelforresourcesonwhattodobefore,duringandafteryou
travel.Youwillfindinformationonfreevaccinations,traveldocuments,aninternationaltravelchecklist,export
complianceandmore.
WhatdoIneedtoknowbeforemakingtravelarrangements?
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Vanderbilt’stravelagency,WorldTravel,canassistfacultyandstaffinbookingairfare,hotel,andcar
reservations.
WorldTravelworksinconjunctionwithConcur,ouronlinetravelbookingandexpensereportingsystemto
makebooking,receiptcollection,andexpensereportingfasterandeasier.
Vanderbilt’sTravel&BusinessExpensePolicyhasbeenintegratedintotheConcursystem.
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WillIbeabletobookmyairfarewithmyPCard?
No.PCardnumbersandtransactionsshouldneverbeenteredintoConcur.Allreservationsforemployeebusiness
travelshouldbebookedthroughWorldTravelortheConcuronlinesystemandwillbechargedtothecreditcard
intheemployee’sConcurprofile.ThiscreditcardwillneedtobeeitherapersonalcreditcardoraOneCardissued
inthatemployee’sname.
Somehotelsandconferencesrequireprepaymentbywiretransferinaforeigncurrency.HowdoI
makethosepayments?HowdoIclaimthoseexpenses?
Ifpaymentcanbemadeonlineusingacreditcard,pleasedoso.Atravelerrequiringpaymentviaforeigncurrency
wiretransfershouldsubmitthepaymentrequestonacheckrequestformandsubmitittotheDisbursements
officeasearlyaspossible.PleasedonotincludetheseexpensesintheConcurreportingsystem.
OBTAINTRAVELAUTHORIZATION
Whatismytravelauthorizationprocess?
Travelersmuststillobtaintheproperauthorizationrequiredbytheirdepartment,divisionorschoolbefore
bookingtravel.Yourbusinessofficer/financeleadershouldcommunicateyourdepartment’sinternalauthorization
process.
BOOKTRAVEL
CanIstilluseCTM/Orbitz/Expedia/etc…tobooktravel?
AsofJuly30,2015,itisrequiredforallactivefacultyandstafftousetheConcuronlinebookingtoolorVanderbilt’s
travelagencyofrecordtobookbusinesstravel.WorldTravelServiceisVanderbilt’stravelagencyofrecordandis
integratedwiththeConcurtravelonlinebookingandexpensetooltoprovidetravelerswithbest‐in‐class
technology.YoumaybookthroughWorldTravelviatheonlineConcurtoolorbycallinganagentforassistance
withmorecomplicatedinternationaltripsortripswithmulti‐legs.WorldTravelisavailabletosolveproblems,give
professionaladviceandassistwithvisaandpassportprocessing.Theyprovidepersonalizedserviceviaphoneor
emailandsupportonlinereservationsandnewlyinitiatedagentbookings.
WhomdoIcontactforbookingquestionsorassistance?
WorldTravelprovidesVanderbiltfacultyandstaffwitha24‐hourhelpdesk.Foragentassistance,pleasecontact
WorldTravelServiceat877‐271‐9258.
WhocanbookintheConcuronlinebookingtool?
AllactiveVanderbiltfacultyandstaffmaylogintothesystemusingtheirVUNetIDandpasswordviatheeBiz
portal(www.vanderbilt.edu/ebiz).StudentsandguestsofVanderbilttravelingonVanderbiltbusinessmayhavea
VanderbiltfacultyorstaffmemberwiththeGuestTravelCoordinator(GTC)privilegebooktravelforthem.Guests
andstudentswhoarenotU.S.citizensorpermanentresidentsmustcontacttheInternationalTaxOfficeat
ito@Vanderbilt.edutocompleteallnecessaryformsandhavepossibletaximplicationsevaluatedbeforebooking
travel.
110 21st Ave S. Suite 900  PMB 407836  Nashville, TN 37240-7836
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HowdoIbookaticketformyspouse/companiontotravelwithme?
SincebookingthroughthetoolisonlyavailableforfacultyandstaffinthisinstanceitisbesttocallaWorldTravel
agentat877‐271‐9258
Pleasebesuretotellthemthatyouarebookingonebusinesstripandonecompaniontrip,butyouwantthemin
thesamerecordsincetheyaretravelingtogether.Thisway,he/shecanenjoythesamefrequentflyerbenefitsthat
youdoandyoucanbeassuredofsittingtogether.TheWorldTravelagentwillchargethefaculty/staffmember’s
tickettoeitheraVUissuedpaymentcard(OneCard)orthepersonalcard(whicheverisapplicable)andthe
companiontickettothepersonalcreditcardonly.Therewillbea$17.50feeforadomesticorinternational
personalticket.ThisistheVanderbiltnegotiatedfeeforanagentassistedticket.Forthisfeeyouget:
 Bookingandcoordinatingthetravelforbothpartiesinonephonecall.
 Faremonitoring–ifthefaredecreasesmorethantheapplicableairline’schangefeethenweautomatically
reissueforthelowerfare.
 Farediscounts–VUandWorldTravelnetworkdiscountsonairandhotelswhereapplicable.
 AutomaticRe‐accommodation–Iftheairlineschangetheirschedule,ouragentswillworkwithyouandthe
airlinestogetyoure‐accommodatedonanappropriatescheduleforyourbusinesspurposeandcoordinate
downlinetravelarrangementsasneeded.
 Assistancewhiletraveling–Available24/7worldwide.
 Advocacy–intheeventofaservicefailureonbehalfofasupplier,wewillworkwithyouandthesupplier
toreacharesolution.
 MultipletraveloptionsfromacrossallapplicablesuppliersinONEphonecalltoensurethebestfareand
routingforthebusinesspurpose.
DoIhavetouseConcur?IfIpreferpaper,canIstillusetheVanderbilttravelforms?
SinceJuly30,2013,allVanderbiltfacultyandstaffhaveusedtheConcuronlinetoolforbusinesstravelbooking,
expensereportingandreimbursement.DisbursementServicesnolongerprocessesemployeereimbursementson
paperforms.
CanIlogintoConcurfromanycomputer?WhatistheConcurmobileapp?
UserscanaccessConcurviathelinkontheVanderbiltE‐Businesswebpageatwww.vanderbilt.edu/ebiz.This
bringsyoutotheVUSingleSignOnscreenwhereyouinputyourVUnetIDandPasswordforasecurelog‐into
Concur.However,youcouldhavelockedyourselfoutifyouwenttoconcursolutions.comandyouwillneedtowait
24hoursbeforetryingtologintothee‐Bizpage.IfausercannotloginviaSSO–pleasehavethemcontact
[email protected]
ConcurisalsoavailableviatheConcurmobileapp.Concur’smobileappislinkedwithintheConcurtool,allowing
travelerstomanageitinerariesandexpensetransactionsfromtheiriPhone,iPad,WindowsPhone,orAndroid.The
applicationisfreeandtherearenotransactionfees.Keyfeaturesinclude:
 Managingoftravelitineraries
 Changingairtraveldateortime
 Addingorchangingreservationsforhotelsorrentalcars
 Arrangingfortaxisordiningreservations
 Capturingout‐of‐pocketexpenses
 Photographinganduploadingreceipts
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DoIneedtocreatemyownprofile?
No,HRuploadsanightlydatafeedintoConcurthat“creates”yourprofileforyou.Fulltimeemployeesandsome
studentsthathavea“Y”ClassjobcodeastheirprimarypositionhaveactiveprofilesinConcur.Employeeswith
activeConcurprofilesareresponsibleforcompletingtheinformationwithintheirprofiletoenablethebooking
andexpenseprocessestotakeplacesuccessfully.Thisincludeschoosingyourtravelpreferencesandreviewingthe
optionsandfeatures.Thissystemensuresconfidentialityinregardstobankinginformationrequiredtoreceive
directdeposit.Onceyouhavecompletedyourprofile,youcanassigntravelassistants(whocanbookonyour
behalf)andexpensereportdelegates(whocancreateandeditexpensereportsonyourbehalf).Clickhereto
downloadaQuickGuidethatwillstepyouthroughcompletingyourConcurprofile.
YournameinyourConcurprofilemustmatchyournameonyourgovernmentissuedphotoIDthatyouusewhen
travelingandonairlineboardingpasses.IfyournameinHR,doesnotmatch,pleasecompletethePersonal
InformationChangeFormandsubmittoHRprocessingtoupdateyourname.Pleaseemailtheformandany
[email protected].
CanIaddmyTSAPrecheck/KnownTravelerNumber(KTN)inmyConcurprofile?
Yes.ThisnumbermustbeenteredintoyourConcurprofilewhenbookingairfaresothatitisincludedinfutureair
travelreservations.ClickheretodownloadaQuickGuideonhowtoupdateyourConcurprofiletoincludeyour
TSAPrecheckandGlobalEntry/KnownTravelerNumber.
Cananyoneview/accessmybankaccountinformation?
No.TheConcursiteissecureandbankaccountinformationcannotbeviewedbyanyonebutthetraveler.Your
travelassistantcanbookyourtravelandchargeexpensesonyourbehalf,buttheycannotenterorviewthebank
accountinformation.
Idon’thaveacheckingaccount.HowdoIgetreimbursed?
TheVanderbiltUniversityCreditUnionofferscheckingandsavingsaccountstofacultyandstaff.Pleasevisittheir
websitetolearnmoreabouttheaccountoptionstheyhavetoofferathttp://www.vanderbiltcu.org/index.htmlor
call615.936.0300.OnceyouraccountisestablishedyoucanenteryournewbankinginformationintoConcur.
Whatisane‐receipt?
Itistheelectronicversionofyourreceipt–deliveredstraightfromthesupplier–thatuploadseasilyintoyour
expensereport.PleasecheckyourConcurprofiletoensurethatyouhaveenablede‐receipts.
WhatistheReceiptStore?
Thereceiptstoreiswhereyoucanstorereceiptsbyuploadingthemintooneplace.Youmaythenattachthereceipt
toyourexpensereportbyusingthisoption.IfyouhavedownloadedtheConcurmobileapp,youcantakephotos
viatheappandtheywillautomaticallyuploadintoyourreceiptstoreinConcur.
Whataretravelassistantsandexpensedelegates?
Travelassistants/arrangerswillbeabletomaketravelreservationsonyourbehalfonceyourprofileiscompleted
andyouhaveassignedtheminthisroleinConcur.Expensedelegates,onceassignedinConcur,canassistin
creatingandeditingyourexpensereports.Anexpensedelegatecannotsubmitanexpensereportonthetraveler’s
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behalf.ClickheretodownloadaQuickGuidethatwillstepusersthroughassigningTravelAssistants&Expense
DelegatesinConcur.
WillSouthwestAirlinesfaresshowupinConcur?
SouthwestAirlineshasjoinedwithConcurtoofferaccesstoSWABIZ,SouthwestAirlines’businesstravel
reservationWebpage.VUtravelerswillbeabletocancelandrebookSouthwestticketswithintheConcuronline
bookingtoolortheycancallaWorldTravelagentifneeded.
WillIstillreceivemymileagepointsasafrequentflyerforallmyairlinetravel?
YourConcurprofileincludesasectionforFrequentTravelerProgramse.g.frequentflyernumbersorothersimilar
travelrewardsprogramsforcarrentalandhotels.ReservationsandpurchasesyoumakethroughWorld
Travel/Concurwillbelinkedtotheinformationinyourprofile.Thenameonyourfrequenttravelrewards
programsmustmatchthenameinyourConcurprofile.
CanIbookinternationalreservationsonline?
YoumaybookinternationaltravelinConcur,butitisrecommendedthatallcomplexinternationaltravel(e.g..
morethantwolegs),bebookedbycallingaWorldTravelagent,whocancheckforbesttriprouting,schedulesand
airlineratesaswellasprovideoptions,andensureyouhavepropertraveldocumentation.
WhatifIhavetwoormoretravelersgoingtothesamedestination?
Concurhasagreatfeatureforthis‐tripcloning.Thisfeatureallowsatravelarrangertoeasilymakemultiple
reservationsforonetrip.Thetravelassistantmakesthefirstreservationandthen“clones”theremaining
reservationswithouthavingtorepeateverystepofthebookingprocessmultipletimes.
Ifrequentlytraveltothesamecitywithsamehotelandsamecar.Isthereawaytomarkthistrip
forreuse?
Youcancreateatemplateforanytripforfuturereference.
HowdoIpayformyairfare?HowwillIreceivemytickets?
AllreservationsforemployeebusinesstravelshouldbebookedthroughWorldTravelortheConcuronlinesystem
andwillbechargedtothecreditcardintheemployee’sConcurprofile.Thiscreditcardwillneedtobeeithera
personalcreditcardoraVanderbiltOneCardissuedinthatemployee’sname.Youwillreceiveatravelbooking
confirmationthatcontainsyourflightitineraryandinvoicewithyourpaymentconfirmation.
HowdoIreserveacarorhotel?
YoucanmakeallyourtravelreservationsatthesametimeintheConcursystemonthe“Travel”taboryoucango
backandaddreservationsatanytime.Youwillneedyourpersonalcreditcardtoreserveahotelorcarrental.
PleasedoNOTuseaPCardforConcurexpenses.
WhatdoIdoiftheconferenceIamattendinghasaspecialconferencehotelrate?
Youmaystillbookthesedirectlythroughtheconferenceorganizationtotakeadvantageofthediscountandrooms
reservedbythatconference’shousingbureaureservedroomblocks.
110 21st Ave S. Suite 900  PMB 407836  Nashville, TN 37240-7836
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Iamflyingintooneairportbutneedmycar/hotelinadifferentlocation.HowdoIdothis?
ContinuethroughtheConcurtoolasifyouarejustdoinganair‐onlytrip.Donotchooseacarorhotelwhilefilling
inyourcitiesanddatesonthemainpage.Uponreservingyourflight,youwillbepresentedwiththeTravelDetails
page,whereyouwillhavetheoptiontoAddCar/AddHotel,CancelCar/CancelHotel,anddesignatethecityofpick
upinthetravelbookingtool.
CanwestilluseaPCardtopayforregistrations?
Pleaseuseyourpersonalcreditcardtopayforregistrationfeesandsubmitforimmediatereimbursement.
VanderbiltissuedOneCardscanbeusedtopayregistrationsfortheindividualcardholder.Ifthisisnotanoption,
thentheregistrationfeescouldbepaidbywiretransfer,checkthroughDisbursementsoronaPCard.Pleasenote,
ifaPCardisused,itmustbeallocatedthroughUSBank’sAccessOnlineandnotsubmittedthroughConcur.
HowdoIviewmyitinerary?
Concurwillsendyourtravelitinerarytotheemailaddresslistedinyourprofileimmediatelyafteryouconfirmthe
trip.Youwillreceiveanemailwithyourfinalitineraryoncetheticketisissued.Youcanalsoviewyouritineraryin
Concur.Inaddition,youcandownloadTripitProandorganizetripdetailsintoonemasteronlineitinerary—even
ifarrangementsarebookedatmultipletravelsites.
DoestheConcursystemknowtheVUTravel&BusinessExpensePolicy?
ConcurhasbeenbuilttoassistyouincomplyingwithVanderbilt’sTravel&BusinessExpensePolicyduring
bookingandexpensereporting.Thesystemhasbuilt‐inpopups,requirements,andstopstoassistincomplying
withVanderbiltpolicyandIRSregulations.ColorediconsrepresentVUpolicycompliance:
Greenicon withinVUpolicy
Goldicon
justificationforexceptionisrequired
Redicon
outsidepolicy–notallowed
HowdoIutilizeunusedtickets?
Whenareservationonwhichnon‐refundableticketshavebeenissuedneedstobecancelled,thetravelerortravel
assistantmustcallaWorldTravelagenttocancelthereservationat877‐271‐9258.
TheairlineticketbecomesanunusedticketcreditonfilewithintheConcurtoolandislistedinConcurprofilefor
thattraveler.Everyairlineisdifferentonhowtheyallowunusedticketstobereusedforfuturetravelbutin
general,theunusedticketcannotbetransferredtoanotherperson,mustbeused(traveledon)withinayearfrom
thedateofissueandwillincursomesortofpenalty(exceptforSouthwest)attimeofticketingforthenew
ticket.ThetravelershouldcontactWorldTraveltoutilizetheunusedtickets.Southwestcreditswillappearinthe
sectionbelowwheretheticketcreditsfortheotherairlinesappear.Southwestcreditscanbeappliedtoticketing
inConcur.Therearealwaysspecialcircumstancessurroundingcancellationsandticketreuse.
REPORTEXPENSES
CanIrequestmileagereimbursementinConcur?
TheConcurtoolcanreimbursemileageusingdifferentrates.MosttravelersshouldusetheIRSratewhichis
enabledinConcur.
110 21st Ave S. Suite 900  PMB 407836  Nashville, TN 37240-7836
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Ifanemployeepaysforafutureexpense(airfare,hotel,etc.)withtheirpersonalcreditcard,can
theygetreimbursednowordotheyhavetowaituntilaftertheconference?
Oncethetransactioniscompleteandareceiptisavailable,theymaycompleteanexpensereportinConcurandbe
reimbursedaslongasitisnotbeingfundedbyaFederalgrantsource.
HowdoIsubmitreceipts?
Ifyourprofilehasbeensetuptoincludee‐receipts,somereceiptsmayuploadautomaticallyforyou.Otherreceipts
canbeelectronicallyattachedtoyourexpensereporteitherbyuploadingscannedimagestotheConcursystem
fromacomputerormobileapporbyfaxingthemtoadedicatedConcurfaxline.Thereceiptsareimmediately
viewableinthesystemuponfaxingoruploading.Receiptsshouldthenbeattachedateachlineitemexpense.Click
heretodownloadtheQuickGuideoncreatingnewexpensereports.
Whatreceiptsarerequired?Whatdoreceiptsneedtoshow?
Vanderbilttravelpolicyrequiresareceiptforexpenses$75orgreater.Receiptsshouldbetheoriginalitemized
receiptsthatshowvendorinformation,purchasedetailsandmethodofpayment.Pleasecontactyourdepartment
businessofficer/financeleadertoseeifyourdepartment/division/schoolhasstricterguidelinesinplace.Ifyou
havelostareceipt,thesystemhastheoptiontosubmitamissingreceiptaffidavitinitsplace.Thiscanbe
completedONLYbythetravelerbeforetheexpensereportissubmitted.
WhatshouldIdowithmyoriginalreceiptsaftertheyhavebeenuploadedoremailedtoConcur?
Alloriginalsshouldbekeptuntilreimbursementshavebeenreceived.Althoughnotrequired,werecommendthat
anypaperreceiptsbekeptforonemonthforauditpurposes.Afterthisperiod,theyshouldbeshredded.Please
remember,thatanyreceiptreimbursedbyVanderbiltasabusinessexpensecannotbesubmittedonyourpersonal
taxesasabusinessexpense.
Iftherearemultipletravelersandonepersonpaysfortheentiremeal,howisthis
reported/reimbursed?
Thistypeofexpensewouldbeconsideredabusinessmealwithattendees.Theexpensetype“BusinessMeal”
wouldbeselected,andtheattendees’namesshouldbeaddedwithinthetoolusingtheattendeesfunction.The
expensereportapproverwouldneedtoverifythatonlyonetravelerhasclaimedtheexpenseforallattendees.
Howdoyouseparatealcoholonthereceiptonceitisscanned?
Anyreceiptcanbeitemizedtoextractpersonaloralcoholpurchasestotheappropriateexpensetypes.
Whowillreviewandapprovemyexpenses?
Anexpensereportapproverwillbereviewingandapprovingeachtraveler’sexpenses.Facultyandstaffare
responsibleandaccountablefortheappropriatenessandaccuracyofexpensestheysubmit.Anexpensereport
approvershouldholdahigherpositionthanthetravelerholdsand/orbeanappropriateapproverforthecenter
beingcharged.Expensereportsrequireoneapproval.However,allreportsaresubjecttoadditionalreviewand
audit,bothinternalandexternal,forcompliancewithVanderbiltpolicy,federalgrantrequirementsandIRS
regulations.ClickheretodownloadtheQuickGuideforexpensereportapprovers.
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Howlongdoesittaketobereimbursedafteranexpensereporthasbeenapproved?
Reimbursementsforexpensereportsthatarecompleteandfollowallauditguidelinesshouldbedepositedtothe
traveler’saccountwithin3‐5fromthedatethereportisfinalapproved.AnemailfromConcurwillbesenttonotify
you.
HowdoIprocessreimbursementsformyhousehuntingandmovingexpenses?
TheserelocationexpensescanbesubmittedforreimbursementthroughtheConcurtool.Clickheretodownload
theQuickGuideforcreatingarelocationexpensereport.
WhydosomecenternumberallocationsshowinthereportPDFandothersdonot?
Theallocationsareattheitemizationlinelevel,notatthemainexpenselevelforexpensessuchashotel.When
yougointoConcurtoprintanexpensereport,(Print/Emaildropdown‐>clickonVanderbiltDetailedReport),the
popupwindowwilldisplaytheexpensereportinmainexpenselevelformat.Toviewallallocationswithinthe
expensereport,youmustclickonthe“ShowItemizations”atthetopleftcornerofthereport(seethesecond
screenshotbelow).Onceyouselectthe“ShowItemizations”,thereportwillautomaticallyrefreshtodisplayall
transactionswithitemizations.
MEALPERDIEM
Whyistheindividualmealbusinesspolicybeingchanged? Feedbackfromdepartmentsacrosscampussuggestedamealperdiemoptionasbeinghighlydesirable.Travelers
havefoundinsomeinstances,suchaswhentravelingtoremotelocations,ithasbeendifficulttoobtainreceipts.
Someemployeeshaveindicatedthattheyfinditburdensometomaintainmealreceiptswhiletraveling.Themeal
perdiemoptionwillprovideanalternativefortravelersandwillstreamlinetheexpensereportcreationprocess.
Whatisamealperdiem?
Mealperdiemisthedailyallowanceprovidedtocoverthecostofmealsandincidentalexpensesincurredwhile
travelingonVanderbiltUniversitybusiness.The$51dailyrateincludesallmeals(includingtaxes),snacks,room
serviceandincidentalexpenses(suchasfoodservers,housekeeper,baggage,andportertips)fortheentireday.
Mealperdiemsaretypicallyexpensedaftercompletionoftravel.Thesamereimbursementmethodmustbeused
forthedurationofthetrip.
DoIneedtoprovidereceiptsformealperdiems?
No.Choosingthemealperdiemexpensetypewillnotrequireatravelertoprovidereceiptstosubstantiatetheir
claimedmealandincidentalexpensesforthatday.
IfmymealexpenseswillbechargedtoafederalgrantcanIusethemealperdiem?
No.Youcanonlyusethemealperdiemifthefundingsourceis100%non‐federallyfunded.
IfmymealexpenseswillbechargedtoafederalgrantandIusetheperdiemallowancemethod,
mayIpurchasealcohol?
Theperdiemallowancecannotbeusedinconjunctionwithfederallyfundedcostcenters.Additionally,alcohol
maynotbepurchasedonafederalgrantandmustalwaysbeclassifiedasentertainmentorapersonalexpenditure.
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Canatravelerrequestthemealperdiembeforetheyleaveonatrip?
No.Themealperdiemisreimbursedaftercompletionoftravel.
Whomayusethemealperdiem?
Vanderbiltfaculty,staff,graduatestudentsandguestsmaybereimbursedusingmealperdiemrates,unlessyour
schoolordivisionhasinstitutedamorerestrictivepolicy.
Howdoesatravelerreceivethemealperdiemforatrip?
WhensubmittingaConcurexpensereport,thetravelershouldselecttheVanderbiltperdiemexpensetypeforthat
day.ClickheretoaccesstheQuickGuide–UsingthePerDiemExpenseType.Thesamereimbursementmethod
mustbeusedfortheentireexpensereport.
IfIattendaconferencewhichprovidesmeals,amIrequiredtoprovidedocumentationonwhich
mealswereprovided?
No.Youarenotrequiredtoreducetheperdiemallowanceformealsprovidedbyaconference.
IfIampayingformyselfandsomeoneelse,suchasacoworkeroragroup,mayIclaimtheper
diemallowanceforeachofus?
No.Whenpayingforamealforyourselfandanyoneelse,youshouldclaimtheactualmealexpenseandprovidethe
actualmealreceipt.Themealperdiemcannotbeusedonanexpensereportwhentripincludesmealspurchased
withVanderbiltcreditcard(OneCard),business/groupmealsorentertainmentexpenses.
IfIamusingthemealperdiemrate,mayIsubmitaseparatereimbursementrequestforsnacks
purchasedwhiletraveling?
No.Snacksarecoveredbythe“incidental”portionofthemealperdiemrate.
Iftheperdiemisnotenoughtocoverallofmymeals,whatdoIdo?
Ifyoubelievethattheratewillnotcoveryouranticipatedmealcostsfortheentiretrip,youmayelecttosubmit
youractualmealreceiptsforexpensesincurredoverthecourseofthetrip.
Willalldepartmentsberequiredtoallowemployeesorstudentstousetheperdiemallowance
method?
Divisionsorschoolsmaychoosetonotpermituseofperdiems.Ifthisisthecase,yourschoolordivisionshould
notifyyouofthisdeparturefromVanderbilt’sTravel&BusinessExpensePolicy.
IfIdecidetousetheperdiemrateformytrip,doIhavetousethismethodforfuturetrips?
No.Youmaychooseadifferentmethodforeachexpensereport.However,youmaynotmixmethods(perdiemand
actuals)onanyonetrip,e.g.,ifyouelectthemealperdiemexpense,youmustusethisexpenseforyourentiretrip.
CanIusethemealperdiemfortripstakenpriortoJuly1,2016?
No.ThemealperdiemexpensetypeiseffectiveforalltravelbeginningJuly1,2016.
IfIpurchaseamealusingaVanderbiltissuedcreditcard(OneCard),howdoIclaimtheperdiem
allowance?
Ifyouchoosetoclaimtheperdiem,youmustpayformealandincidentalexpensesoutofpocket,e.g.,youmaynot
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chargethoseexpensestoyourOneCard.IfyoudochargemealstoyourOneCard,youcannotusethemealper
diemexpensetype.
HowdoIitemizeahotelexpensethatmayincludemealswhenseekingmealperdiem
reimbursement?
Thehotelexpensetypeshouldbeitemizedonlyreflectingthenightlyroom,taxesandadditionalcharges.
Isthereaperdiemforlodging?
No.Thereisnotaperdiemrateforlodging.
GENERALFAQs
Whatifmytripiscanceledafterairfareisbooked?Howareunusedticketstracked/used?
UnusedticketswillappearinyourConcurprofile.Eachtimeyoumakeanairlinereservation,Concurwill
automaticallychecktoseeifyourunusedticketcanbeusedtowardsthepurchaseofyournewairlineticket.World
Travelwillmakeallattemptstoutilizeunusedtickets.
Canthesystembeusedtobookpersonaltravel?
No.TheConcuronlinebookingtoolshouldneverbeusedforpersonaltravel.
Ismycreditcardinformationsecure?
Concurholdsliabilityforsecurityofcreditcardsandallpersonalinformationstoredinits'system.Theprocessof
providingcreditcardinformationtoConcurmirrorsthatforairlines,hotels,onlinetravelvendorslikeOrbitzand
retailerssuchasAmazon.Thisdataisrequiredforbookinghotelandtransportationarrangements.Alldatais
immediatelyencryptedwhentransmittedandsubsequentlystoredonConcursystems.Concurmeetsinternational
securitystandardsfortheprivacyandsafeguardingofdataandwillinvestigateandresolveindividualcomplaints
ordisputes.Likecreditcardinformation,Concurholdsliabilityforthesecurityofallpersonalbankaccount
information.Thesecuritystandardssurroundingtheprivacyandsafeguardingofdatadescribedabovealsoapply
topersonalbankaccountinformation.Onlythelast4digitsoftheroutingnumberandbankaccountnumberwill
beshowntoyouuponsaving.Nootherpersonwillbeabletoviewanypartofyourbankinginformation.
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Concurservicesover10,000clientslocatedinmorethan90countries
Concurprocesses28milliontransactionsworthover$35billioninT&Espendayear
Over10percentoftheU.S.’sT&EspendisprocessedbyConcursolutions
MorethanhalfoftheFortune500areConcurclients,including7ofthetop10U.S.companies
Over60percentofBusinessTravelNews’CorporateTravel100areConcurclients
Concurmeetsinternationalsecuritystandardsforthesafeguardingofdataandisproactivelysubjectedtoa
numberofgloballyrecognizedstandards,including:
o ISO27001(BS7799certifiedsince2004)&ISO20000
o SAS70(withintheUS)
o Sarbanes‐Oxley(SOX)compliance(withintheUS)
o VISAregisteredCISPCompliantServiceProviderLevelII
Concuronlycollectstheminimumpersonaldatathatisnecessary.Personaldataisneverusedfor
marketingandisonlytransmittedtothirdpartieswhenthereisaspecificrequirementforanagreed
businessservice.AlldataisencryptedwhentransmittedandsubsequentlystoredonConcursystems.
110 21st Ave S. Suite 900  PMB 407836  Nashville, TN 37240-7836
[email protected]  [email protected]  [email protected]