51Â鶹

Travel should follow the guidelines in (November 21, 2024), the most recent version of which can be found on theÌý page. ÌýNote that airline fares above a basic economy fare must be pre-approved by the president.

To receive reimbursement for expenses related to travel, you will need to submit your receipts through the Concur reimbursement system.Ìý

1. Read the instructions:

• Travel Reimbursement InstructionsÌý(Examples useÌýpurpose codes for BoG travel, see below for DL travel)
• These instructions direct you to the page.

to find instructions for setting up your Concur account. ÌýNote also thatÌýÌýhas info about booking travel.

2. To get reimbursements, you need to first create a "report" where you include all your expenses and then "submit" the report. Both the creation and submission of the report can be done on a web browser (logging in to the website above) or with the Concur phone app (available on Android or iOS in the usual app store)

3. To create a new report, select "Expenses/Create a New Expense Report" and you'll be asked for.

Concur Travel

Go to and start a new report.

ÌýReport Name: at your choice, but somewhat explanatory (e.g., attend ITA'25 BoG)

ÌýReport Date: typically the start date of your travel

ÌýExpense Report Purpose:ÌýSelect from the list below:Ìý

Ìý

ex.

Ìý Ìý ÌýFor Distinguished Lecturers:

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 1: Technical Activities Societies

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 2: Information Theory Society

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 3: Distinguished Lecturer Fund

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 4: DISLR

Ìý Ìý ÌýFor BoG Travel:

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 1: Technical Activities Societies

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 2: Information Theory Society

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 3: AdCom Committee

Ìý Ìý ÌýÌý Ìý ÌýExpense Report Purpose Level 4: ADCMX

Ìý Ìý ÌýÌý Ìý Ìý(AdCom is the term 51Â鶹 uses for our BoG)

4. Once you create a new report, you can add items and add receipts to each item (if appropriate).ÌýÌý

Any airline fare above a basic economy fare must be pre-approved by the president.

IMPORTANT GUIDELINES:

• All entries over $25 need to have a receipt (bank or credit card statements are not acceptable). If a receipt can not be provided (for everything except airfare and hotel) you must use the missing receipt affidavit, which can be found under the "receipts" drop-down on the top left side of the screen.
• All "transaction dates" should be entered as the date of purchase on your receipt, not the date of travel
• All entries need to be in the currency listed on the receipts and Concur will do the conversion. If there is a difference in conversion rates, please enter a separate line under "currency exchange fees" for the difference. (Note that for this entry, only a receipt is not needed,Ìýregardless of the amount)

Ìý 5. Once all items have been added, you can submit the report.

Ìý 6. After your submission, there will be three layers of approval in the process: one by ITSoc treasurer, two by 51Â鶹, and another with a Concur auditor. If you would like to receive notifications at different stages, you can change your settings in your Profile.

If you have any questions or issues when setting up or submitting your request, please reach out to [email protected].