Concur FAQ
Receipts for meal reimbursement are not required and UHD will continue utilizing the
federal travel regulation (GSA) meal rate for the location. Per Diem Rates | GSA
Should you need to modify a meal or two you may divide the GSA rate by 3.
Anything over 200% of the GSA rate. This is not allowed. Additional approval required.
Yes, however, the hotel bill must show 2 forms of payment or obtain 2 receipts with
each recipient's name.
An employee of the university for the purpose of making university travel related
purchases. The employee is billed and responsible for payment for charges made with
the Corporate Travel Card.
Complete a Travel card application at least 10 business days prior to departure date.
No, please review your hotel bill prior to checkout. Incidentals and meals should
be paid separately and be reimbursed after the trip is completed.
No, meals cannot be claimed on non-overnight travel.
UHD Travel Website: Hotel Occupancy Tax Exemption Certificate (uhd.edu)
An airfare quote must be obtained prior to travel when claiming mileage out of state.
Reimbursement is limited to the airfare quote.
Expense reports (Commonly known as the Travel Voucher) must be submitted within 60
days after travel is completed. Expense reports submitted after 60 business days will
be considered taxable income.
If a trip is cancelled or changes need to be made, please contact your department
travel arranger, and email the Travel Office at uhdtravel@uhd.edu
No, we can only book employees' travel. When taking your spouse or partner on a business
trip, you must arrange and book personal tickets separately.
We do not accept travel authorizations for registrations only in the Houston Metro
Area. Contact your department travel arranger if you have questions.
No, do not submit loose receipts; please tape them to a sheet of paper, and try to
avoid taping over the printed areas.
No, please contact your department Admin first and if you need further assistance,
email uhdtravel@uhd.edu to make an appointment with a travel staff member for assistance.
Yes, travel must be approved prior to traveling.
Yes, with prior approval from supervisor and department head.
YES, Prior approval required and reimbursement after the trip is completed.
Yes, conference hotels can be reserved separately because Concur does not reserve
conference hotels.
An Actual Lodging authorization form must be completed lodging rates above the approved
GSA rate. Also, depending on the amount it is at the discretion of the VP or designated
signatory authority.
Yes, you must obtain a zero-balance receipt/portfolio from the hotel at the end of
the stay.
A Travel Request must be submitted and approved prior to making purchases for airfare
and lodging, etc.
Contact the UHD Travel office at concurtravel@uhd.edu
Yes, you may be reimbursed based on the current GSA rates. If possible, provide supporting
documentation showing no vegan meal options will or were provided.
Yes, provide justification for the need of a larger vehicle.
Notify your department so arrangements can be made to get you home safely.
Yes, a separate Travel Request and Student indemnification form is required for each
student.
Yes, allowable tips are not to exceed 20% of the transaction amount and documentation
is required for reimbursement.
No, Concur cannot book conference hotel rates. All conference hotels will need to
be booked directly on the conference website or by calling the phone number provided.
No, rentals processed in Concur will require the traveler to pay and be reimbursed
after the trip is completed.