Day Travel

Welcome to Day Travel in Concur!

Day Travel is official University travel that does not require an overnight stay or an encumbrance number.  All employees, faculty, and staff are now required to submit Day Travel through the University’s automated travel and expense system – Concur. This exciting system reduces reimbursement time, provides quicker approvals, creates an audit trail to check your expense report status, and will reduce paper. Day Travel reimbursable expenses include mileage, tolls, parking, conference fees, workshop fees, or training fees that are required for official University business. Concur provides an easier way to add your mileage with integrated Google maps. Receipts will now be attached to your expense report by uploading the receipt from your computer or by emailing the receipts to one of the Concur email addresses provided. This dynamic system is user friendly and will provide travelers with an easier way to submit expenses.

Currently, students and non-employees will need to submit for Day Travel reimbursement on the Day Travel Expense paper form. You can find more information for student travel here and non-employees here.

Below are informative training materials we have created to help you submit a successful Monthly Day Travel Expense Report. 

Training Material Topic	Article	Video	Tips
Training Resource KB Article
How to Log In, Access the Help Tool, Navigate the Concur Homepage
Profile Setup
Delegate (Adding a delegate, acting as a delegate, expense delegate)
Create a Day Travel Monthly Expense Report
How to Create a “Campus to Campus” Mileage within a Day Travel Expense Report
Allocation of Expenses in an Expense Report
Correct and Resubmit a Returned Expense Report
Entering Personal Car Mileage
Expense Report Tip Sheet
Travel on Behalf of Rowan
Concur Approval Flow

Reminders for Submitting a Day Travel Monthly Expense:

• Day Travel should be submitted within 45 days after the monthly travel was completed.
• Create one Expense Report per month for all car mileage and related expenses and verify all University official business travel has been included in the report. 
• A Request or encumbrance number is not needed for Day Travel.
• Always enter each leg of the trip as a separate line item. The round trip function is not allowable in Concur, and the use of this function will result in the report being returned.
• The Mileage Calculator within Concur must be used to calculate and verify mileage. Be sure to enter the physical street address when entering waypoints – the city alone is not acceptable.
• Deduct the daily commute when leaving from home or make a comment as to why the commute is not deducted.
• Utilize the “Campus to Campus” mileage when traveling between Rowan Glassboro, CMSRU Camden, and Rowan SOM Stratford.
• Include detailed information regarding the business purpose of the trip in the “purpose of trip” field.
• When creating an expense report for personal car mileage reimbursement, choose Travel Account 7216.
• Attach an itemized receipt for any expense over $35.00.
• Always include proof of payment when requesting reimbursement. Ex. A credit card statement or copy of the credit card that matches the last 4 digits shown on the receipt should also be provided in addition to the receipt/order confirmation.
• Mileage reimbursement will be made at the prevailing IRS business rate or NJ State grant rate.
• Per diem meals are not authorized for Day Travel.
• Refer to the Travel Policy for guidelines on all Day Travel and mileage reimbursement information.

IMPORTANT: It is required that you fully complete your Profile in Concur before attempting to submit any travel.

Email Information:

asktravel@rowan.edu – Use this email address for all travel related inquiries or questions.
receipts@concur.com – This email can be used to send receipts directly to your receipt library in Concur.
receipts@expenseit.com – This email can be used to send receipts directly to your receipt library in Concur.

Resources:
Rowan Travel Policy
IRS Standard Mileage Rate
Risk Management and Insurance