Configuring Travel Allowance Systems

Objectives

After completing this lesson, you will be able to:
  • Access the Travel Allowance Configuration.
  • Configure Travel Allowance.

Path to Access Travel Allowance Configuration

How to Access the Travel Allowance Configuration

From the Expense Settings page, under the Policy section, select Edit from the Travel Allowance tile.

The image displays a screenshot of the Policy configuration page in Concur Expense. At the top, there is a header titled Policy. Below this header, the page is divided into five sections, each with an Edit button on the right: Expense Approvals, Expense Compliance, Policy Groups, Travel Allowance, and Cash Advances.

Travel Allowance Policies

Setting Per-Diem Rates

Configuring appropriate per-diem rates is crucial for managing travel expenses effectively. These rates should align with the specific needs of the business and comply with governmental regulations.

Adjusting per-diem rates for seasonal variations ensures that the allowances remain fair and relevant throughout the year.

Defining Reimbursement Limits

Organizations need to set clear reimbursement limits for lodging and meals to maintain cost control. These limits help prevent overspending and ensure that expenses are within the allocated budget.

Properly defined limits also aid in compliance with financial policies and enhance transparency in expense reporting.

Choosing Reimbursement Methods

Deciding between daily allowances and actual expenses is a key aspect of travel allowance policies. Each method has its own advantages and implications for both the organization and the employees.

Implementing a robust system to track these methods ensures accuracy and fairness in financial reporting.

Enhancing Employee Satisfaction

Customizing travel allowance policies to provide clear and fair reimbursement guidelines can significantly enhance employee satisfaction. Transparent policies help employees understand what they can expect in terms of reimbursements.

Fair and well-communicated policies also contribute to a positive work environment and can improve overall employee morale.

How to Configure Travel Allowance

Configuring travel allowance systems involves several key steps to ensure accurate reimbursement for employees.

Follow these steps to configure travel allowance systems. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Travel Allowance Options page, select the Activate button to activate the travel allowance options.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save, Cancel, Activate (highlighted in yellow), and Deactivate. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast and Dinner are checked, while Lunch is unchecked. Additionally, there is a section to set Default these meals as provided with similar checkboxes, all of which are unchecked.

  2. Select the Lodging field menu to make a selection.

    You can select from options such as Not Used, Daily Allowance, Actual expenses up to allowed limit , or Actual expenses (with over limit tracking). Each option has different implications for how lodging expenses are handled and reimbursed.

    For example, selecting Daily Allowance means a flat per-diem rate is used, while Actual expenses up to allowed limit reimburses employees up to a specified limit. Make sure to choose the option that aligns with your company's travel policies.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save, Cancel, Activate, and Deactivate, with the Deactivate button highlighted in blue. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals. The Lodging dropdown menu is open, displaying the following options: Not Used, Daily Allowance, Actual expenses up to allowed limit, and Actual expenses (with over-limit tracking), with the last option highlighted in orange. The Lodging label is highlighted in yellow for emphasis. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast and Dinner are checked, while Lunch is unchecked. Additionally, there is a section to set Default these meals as provided with similar checkboxes, all of which are unchecked.

  3. After configuring the lodging options, proceed to select an option from the Meal Options field.

    Similar to the lodging options, you can choose fromNot Used , Daily Allowance, Actual expenses up to allowed limit, or Actual expenses (with over limit tracking).

    These settings determine how meal expenses are reimbursed. For instance, Daily Allowance provides a flat rate per day for meals, whereasActual expenses up to allowed limit reimburses employees for their actual meal expenses up to a certain limit.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save, Cancel, Activate, and Deactivate, with the Deactivate button highlighted in blue. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals. The Meals dropdown menu is open, displaying the following options: Not Used, Daily Allowance, Actual expenses up to allowed limit, and Actual expenses (with over-limit tracking), with the last option highlighted in yellow. The Meals label is highlighted in yellow for emphasis. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast and Dinner are checked, while Lunch is unchecked. Additionally, there is a section to set Default these meals as provided with similar checkboxes, all of which are unchecked.

  4. (Optional)

    Enable the check boxes for the desired meal options when travel allowances are used for meals. This includes options such as provided meals or benefit-in-kind meals indicators, which can affect the overall allowance calculation.

    For example, if a meal is provided during a conference, the system can automatically deduct the cost of that meal from the daily allowance. Ensure that these settings are configured to reflect your company's policies accurately.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save, Cancel, Activate, and Deactivate, with the Deactivate button highlighted in blue. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals, both set to Daily Allowance. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast, Lunch, and Dinner are all checked. Additionally, there is a section to Default these meals as provided with similar checkboxes for Breakfast, Lunch, and Dinner, all of which are unchecked. The Meals Options section is highlighted with a yellow box for emphasis.

  5. Once all the necessary options have been configured, choose Save to apply the changes. This ensures that the travel allowance settings are updated and active, and will be used for future expense reports.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save (highlighted in yellow), Cancel, Activate, and Deactivate, with the Deactivate button highlighted in blue. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals, both set to Daily Allowance. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast, Lunch, and Dinner are all checked. Additionally, there is a section to Default these meals as provided with similar checkboxes for Breakfast, Lunch, and Dinner, all of which are unchecked. The Meals Options section is highlighted with a yellow box for emphasis.

    If you need to deactivate the travel allowance for the group selected, choose Deactivate.

    A screenshot of the Travel Allowance Options configuration page in Concur Expense. At the top, the title Travel Allowance Options is shown with a subtitle stating, This is where you define how Concur will track travel allowances. Below this, there is a dropdown menu for selecting the country, which is set to United States. To the right of this dropdown are buttons for Save, Cancel, Activate, and Deactivate (highlighted in yellow), with the Deactivate button highlighted in blue. Under the section Choose how your company uses travel allowances, there are two dropdown menus: one labeled Lodging and the other labeled Meals, both set to Daily Allowance. Below, under Meals Options, there is a section to Reduce the allowance when these meals are provided by other means, with checkboxes for Breakfast, Lunch, and Dinner. The checkboxes for Breakfast, Lunch, and Dinner are all checked. Additionally, there is a section to Default these meals as provided with similar checkboxes for Breakfast, Lunch, and Dinner, all of which are unchecked. The Meals Options section is highlighted with a yellow box for emphasis

Result

References

TitleLink
Concur Expense Standard Administration Guides - Travel Allowance United StatesConcur Expense Standard Administration Guides - Travel Allowance United States
Concur Expense Standard Administration Guides - Travel Allowance GermanyConcur Expense Standard Administration Guides - Travel Allowance Germany

Summary

Thank you for completing this unit!

Throughout the lessons, you have gained a solid understanding on how to manage travel allowances in Concur Expense. This unit provided a detailed overview of the basics, including exploring daily allowances, comparing actual expenses versus allowance limits, and diving into lodging and meal allowances. Additionally, we covered how to configure a travel allowance system to meet your organization's policies.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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