Concur Traveler Types Updates

There are now three available Traveler Types to choose from for Non-Employees (Guest) Travelers:

1. Non-Employee (ACH or Check)
   • Select this option on the Request and Report Header when a guest traveler is owed a reimbursement or has a combination of both out-of-pocket travel expenses as well as University card charges (such as UCSD - CTS Air/Hotel; UCSD - T&E Instant Card).
2. Non-Employee (Wire) 
   • Select this option on the Request and Report Header when a guest traveler request payment via wire transfer. Reference the How to Process a Travel Wire KBA for steps needed to process travel wire payments to a guest traveler.
3. Non-Employee (Card Charges Only)
   • This is the newest enhancement: select this option on the Request and Report Header when only University card charges (such as UCSD-CTS Air/Hotel; UCSD - T&E Instant Card) have been incurred and a guest traveler is not owed any out-of-pocket reimbursements. Departments will no longer need to invite guest travelers to register in PaymentWorks when only University card charges are incurred for their trip.

For guidance on how to submit a Travel Expense Report for a Guest Traveler, please review the How to Process Non-Employee (Guest) Travel in Concur Knowledge Base Article.

The reason for these updates are: 

• To reduce administrative burden for departments when it comes to Guest Travelers who are only claiming UC San Diego Card Charges. 
• More visibility into what type of expenses the Guest Traveler claimed during their business trip with UC San Diego at the header level. 

The Traveler Type of “Student” will eventually be incorporated into the Non-Employee types.

• When a student is also an active employee, their Travel expenses should be submitted through their own Concur Employee profile. Be sure to attach a completed Student Certification form as that form is required for all Students regardless if they have student employee status. 
• When a student is not an active employee (non-employee students will not be able to login to Concur), their Travel expenses currently go through the Traveler Type of “Student”.
  • In a couple of weeks, once the enhancement goes live, when reconciling Student (Non-Employee) Travel expenses, you will be able to select one of the three Non-Employee Traveler Types. A completed Student Certification form must be attached for all student travelers.