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Employee Reimbursement System (ERS)

Direct Deposits

Once an ERS report is marked as paid by Accounting Operations, it could take up to five days for the reimbursement to be direct deposited into the employees account.

E-mail Notifications

E-mail notifications are sent from "AutoNotification@concursolutions.com" to a user when an action is needed (Please check the Junk mailbox via your e-mail client to be sure the Concur e-mails are not being flagged as junk.). To change your e-mail preferences, review the ERS E-mail Preference Instructions (PDF).

A new e-mail notification will be sent to cardholders for travel and group meal transactions that are more than 60 days old to remind the cardholder of transactions that need to be settled. This e-mail will be sent once a month from "EmailReminderService@concursolutions.com" starting November 1, 2007 and can not be stopped. If the transactions are related to travel that has not yet occurred, the cardholder may ignore the notification. If the cardholder receives a notification for travel that has already occurred, contact the Financial Support staff to settle the travel expenses.

Expense Forms/Reports

Itemizing Expenses

Expenses should NOT be itemized unless:
• an expense needs to be charged to more than one account.
• the expense is for a Hotel/Motel expense which requires itemization.

Purchasing Card Expenses

Selecting the "Do Not Reimburse Me" checkbox on a Pcard expense is an indication that a personal expense was charged to the Pcard and the traveler owes the amount of the expense to the University:
• If the traveler is due a reimbursement as a result of out-of-pocket expenses, the amount of the PCARD personal expense will reduce the employee's reimbursement.
• If the traveler is an employee and is not receiving a reimbursement for out-of-pocket expenses, a payroll deduction will be applied to that employee's next regular pay.
• If the traveler is a non-employee and is not receiving a reimbursement for out-of-pocket expenses, the department will contact the non-employee traveler and request reimbursement to the University.

Report Totals

Use the "Report Totals" link near the top of the Expense List page to review the total of all expenses for a report (Expense Report section), the reimbursement due to the traveler from the University (Company Disbursements section), and the reimbursement due to the University from the traveler (Employee Disbursements section).

Reimbursement Form Sections to Complete

Sections that must be completed by the traveler are: Header, Departure/Arrival, Expense type, Private Residence (if applicable), and Excluded Meals in the Per Diem section.

Steps for Travelers to Submit/Approve Expense Reports (PDF)

Travel Process Flowchart (PDF)