Prepayments for Overnight Travel

Prepaid expenses are future expenses that have been paid in advance.  

A Request must be approved and an Encumbrance Approval Number (E#) issued before any prepayments for overnight travel can be processed. Prepayments are for travelers who have paid out of pocket for airfare, registration, and/or conference fees. All other expenses should be submitted after travel has occurred.

After you travel
Note:  Do not include items on the Expense Report that have already been reimbursed via prepayment.

Knowledge Base Article Topic	Article	Video
Prepayments

If you cannot successfully submit the Report, a message appears describing the Report error or exception. Correct the error and attempt to submit again.

AP Tips

•  Deadlines:
  • Completed & Submitted Expense Reports must be submitted within 10 business days after travel was completed
• All original itemized receipts must be submitted for reimbursements
• Expenses under $35 do not require a receipt
• Do not highlight receipts
• If meals are included as part of the conference you will not be reimbursed for them. In addition, meals and incidentals are prorated on the first and last days of travel calculated at 75% of the GSA Per Diem rates.
• Per Diem Incidentals - Fees and tips given to porters, baggage carriers, hotel staff and staff on ships

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

Resources

• Travel Policy
• Google Maps– use Google Maps
• IRS Standard Mileage Rate– new rates issued every January
• Oanda - Currency Converter
• Department of State - Foreign Per Diem
• United States General Service Administration (GSA) - Domestic Per Diem

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.

Note: Students and Non-Employees do not have access to Concur at this time.  Click Here to access the paper-based process.

Contact Information