Adding Travel Allowances to a Request

Objective

After completing this lesson, you will be able to add travel allowances to a request in Concur Professional Request.

What Is Travel Allowance?

Travel Allowance, sometimes referred to as per diem, occurs when a fixed amount is given each day for meals or lodging, instead of reimbursement for actual expenses.

Travel Allowances can also be used to cap certain expenses by day. For example, a user could be reimbursed for their actual expenses for meals, but only up to a specific cap per day.

Companies using Travel Allowances should check with the relevant government authorities to ensure they are in compliance with their local laws and guidelines.

Each company can determine whether they want Travel Allowances to be included with their requests.
In some countries, like Germany, Travel Allowances are very common.
Employees of government agencies are often subject to travel allowances.
Some companies may use Travel Allowances in specific situations, such as users who are working on government contracts.
Some companies may use Travel Allowances to make filing expenses easier for both the user and the company administrators.
Users start by indicating where they are going and how long they will be there.
Users can indicate if certain meals will be provided, such as when attending a conference, and deduct those meals from their allowance.

Adding Travel Allowance to a Request

In this example, you're subject to Travel Allowance, and you must add the details to your request so the system can predict how much you will be reimbursed for meals on your trip.

Steps

Start adding a Travel Allowance.
Select the Manage Travel Allowance dropdown, and then select Add Travel Allowance.
Review the Travel Allowance itinerary.
Review and complete the details on the Travel Allowance Itinerary screen. Scroll down, if needed.
Note
Much of the information on this screen is prepopulated based on previously entered details. You may need to update it for accuracy, so inspect it closely.
Complete the Travel Allowance itinerary.
Continue reviewing the details. Select the Next button when you are finished.
Note
Pay close attention to the Start Time and End Time fields. In most cases, these should be the times you expect to leave, and return to, your home. Not when your flights or trains depart or return.
Review and complete the Travel Allowance adjustments screen.
1. Indicate any provided meals.
2. Select the Finish button when done.
Note
The Reimbursement Amounts listed on the right will update automatically as you select and clear checkboxes.

Result

Screenshot showing the request with the Travel Allowances added.

The Travel Allowances are added. Notice that they're added in one line and not as individual expenses.

Adding Travel Allowance to a Request

Now that you've seen the steps on adding travel allowance to a request, watch the following video for a demonstration.

Summary

Travel Allowance provides employees a fixed daily amount for meals or lodging, or caps reimbursement for actual expenses up to a daily limit; companies may adopt this policy to simplify expense filing.
Organizations should confirm compliance with local regulations—travel allowances are particularly common in countries like Germany and often used for government employees or contracts.
To add a Travel Allowance in Concur Request, users choose the relevant option, verify and, if needed, update prepopulated itinerary details, and accurately enter departure/return times (from home, not transport departure times).
Users must indicate if meals are provided during their trip, which automatically adjusts the reimbursable amount in the system.
Once completed, the allowance is added to the request as a single line item, streamlining the expense process for both users and administrators.

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