Purpose and Use of the Travel Allowance

The Travel Allowance is housed in the Expense Report in Concur.  Its function is to manage the following portions of the Expense Report:

  • Trip destination(s)/itinerary
  • Meal Per Diem Rates and Adjustments
  • Lodging CONUS/OCONUS rates

The Travel Allowance should be used for any of the following:

  • A lodging expense must be claimed for either an out-of-pocket or UT travel card transaction
  • Individual meal per diem expenses are being claimed

The Travel Allowance is NOT necessary for trips that do not have any lodging or meal per diem expenses being claimed or expensed.

Expense Reports with a Single Destination
*NOTE: A ‘destination’ is defined as the travelers lodging location or the place they ‘lay their head’ each night. Thus, the place where the traveler conducts UT business may differ from the location of their lodging.  When creating a travel itinerary, make sure to use the location of lodging as the ‘destination’.

  1. Open the Expense Report and click Travel Allowance -> Manage Travel Allowance.

    Screen Capture of Concur Expense Report indicating the Travel Allowance drop-down menu location.
     
  2. Click Create New Itinerary
     
  3. Begin typing the name of city you are leaving from in the Departure City field.  Select the city from the dropdown list. Note: Concur prefers users to select cities from the location dropdown list. Do not attempt to type the entire name of the city or an error flag will pop up. 

    Screen Capture of the Travel Allowance wizard indicating steps to create an itinerary.
     
  4. Enter the Date and Time of your departure.
     
  5. Repeat steps 3 and 4 to enter the Arrival City (destination) and the Arrival Date and Time.
    • Example A:
      Joe Smith will be leaving Nashville on June 22nd at 6pm.  He will be going to Louisville, KY and will arrive there on June 22nd at 11pm.  The entry should appear like the screenshot below:

      Screen Capture of an example itinearay stop.
       
  6. The first leg of the itinerary has been created.  Click the blue Save button at the bottom right of the screen.
     
  7. For the second leg of the itinerary Concur will automatically prepopulate the Departure City and Arrival City.  Enter the Date and Time of Departure from your travel destination and the Date and Time of Arrival back at your Home Office (Official Station).
    • Example B:
      Joe Smith left Louisville, KY on June 24th at 1pm.  He arrived back in Nashville (his Official Station or Home Office) at 5pm.

      Screen Capture of Editting an Itinerary Stop.
       
  8. Click the blue ‘Next’ button at the bottom right of the screen.
    The completed trip itinerary will display for your review.  It should look like the below screenshot:

    Screen Capture of a Completed Itinerary.
     
  9. If everything is correct, click the blue ‘Next’ button at the bottom right of your screen.

Expense Reports with Multiple Destinations

  1. Repeat steps 1 – 6 above in the instructions for ‘Expense Reports with a Single Destination’ and enter the city of the first destination as the Arrival City.
     
  2. Enter the first destination city in the Departure City.  Enter the Departure Date and Time.
     
  3. Enter the next destination city in the Arrival City.   Enter the Arrival Date and Time.
     
  4. Remember, for remaining legs of the itinerary, Concur will automatically populate the Departure City and Arrival City fields.  Edit those fields as necessary for each additional itinerary leg, remembering to enter dates and times for each arrival and departure.
     
  5. For the final leg of the trip, remember, Concur will automatically populate the Departure City and Arrival City.  The user will only need to enter the dates and times. 
    • Example C:
      Joe Smith left Nashville on June 22nd at 8am and arrived in Louisville at 1pm.  He left Louisville on the 23rd at 7am and arrived in Chicago, IL that same day at 1pm.  Joe left Chicago on the 24th at 1pm and arrived back in Nashville on the 24th at 7pm.

First Leg:

Screen Capture of editing an itinerary Stop for the initial outgoing portion.

Second Leg:

Screen Capture of editing an itinerary Stop for the return portion.

Final Return Leg:

Screen Capture of editing an itinerary Stop by adding a new destination.

Completed Itinerary:

Screen Capture of a completed three-stop itinerary.

Troubleshooting Alerts
One of the most common errors when requesting a lodging is "Your 'Lodging' transaction dates do not align with your travel allowance dates.  Either update your transaction dates, update your assigned travel allowance, or create a new travel allowance." This almost always means that there is no travel allowance for an expense report with lodging expenses.

If you have questions or need additional assistance utilizing the University’s travel system, please contact travel@tennessee.edu.                                                                                              

 

Details

Article ID: 134482
Created
Wed 7/14/21 6:29 PM
Modified
Wed 8/11/21 4:25 PM
Environment
Travel/Concur