**Concur Travel Policy Training Overview**

1. Concur Travel Policy Training Presented By Procurement Services Travel Unit- February and March 2024

2. Concur Travel Policy Overview • What is Concur Travel? • New online system to enter employee conference and travel requests, book travel and request reimbursement • Replaces paper process (10.12.1 form) for schools • Concur Travel is not for FieldTrips, student travel cannot be entered or booked through Concur • The only time employee expenses for Fieldtrips might be entered in Concur is if a reimbursement is due to the employee

3. Step-by-Step Overview for Schools 5 5 3 3 2 2 6 6 4 4 7 7 1 1 Routes to Deputy Superintendent’s Office and Division of Instruction. If out of state, then to Office of the Superintendent Upon obtaining approval, Concur’s request status will change to “Approved”. Email notification of approval will be sent to STS and the employee. Complete the Travel Freeze Form and the Division Of Instruction Justification with the Principal’s signature and upload to Concur. Routes to Principal/Site Administrator for approval. Then to the Region Superintendent’s Office. Request will go through budget check Site Travel Specialist (SAA or alternate) Enter the request into Concur and upload required back-up documents. Submit the request Routes to Travel Unit If budget check fails, an email notification is sent to STS and employee If the funds are coming out of a different cost center, the request will also route to the Administrator of that fund cost center *Email approval replaces ATRN *10.12.1 no longer required

4. Required Information • Travel Freeze Exception Request (Upload a copy of the completed form in Concur. One form may be used for multiple travelers (attach a list of all travelers’ names, Employee #, and job titles, but it needs to be uploaded to each Concur request) Travel Freeze ▪Travel Freeze is in effect for FY23-24. Division of Instruction justification questions • ▪ Travel Freeze Exception Request is required for ALL District Employees and will require approval from the Office of Deputy Superintendent ▪All out-of-state travels require further approval from the Office of Superintendent ▪Travel Freeze does NOT include virtual conferences, webinars, or online training. The Conference Approval process is only required if the attendee self- paid and needs reimbursement.

5. Travel Request Completion Guide All employee requests to travel/attend conferences require approval even if there is no cost to the District • All requests require a funding line in Concur, if there is no cost enter $0 under the conference fee • All requests require supporting documentation (conference flyer, meeting invitation, email exchange, letter) • All requests for travel require three estimates for airfare, lodging, transportation (car rental) if the District is covering the expenses • All requests requiring mileage reimbursement require a copy of a map showing total mileage to estimate mileage expense •

6. Concur Travel Request Checklist This form is NOT required. It is a useful tool for Site Travel Specialist(STS) when entering on behalf of an employee

7. Back-Up Documentation Required Documentation Conference brochure/flyer – should include name of event, location (address), date and conference fee Travel expenses covered by the District – provide 3 estimates each for airfare, lodging and transportation (car rental). Mileage reimbursement – provide a map (showing distance from work location to event). Calculated at the shortest route.

8. Per Diem Travelers are allowed per diem payments for travel outside of 45 miles from employee’s school/work and no meals are being provided by the event. If only lunch or dinner is provided, travelers are allowed half day per diem. Half-Day Per Diem: - Lunch OR dinner is included - Traveler leaves for the trip after noon - Traveler returns home before noon Full-Day Per Diem: - Lunch AND dinner are not included - Traveler leaves for the trip before noon - Traveler returns home after noon

9. Travel Policy Approval of the trip must be obtained before booking any travel arrangements. ● Hotel expenses must not exceed $300/night including taxes and fees without appropriate documentation. If the traveler is covering the exceeded amount, employee must self-pay and request reimbursement after the trip. ● Travel is allowed one day prior and one day following the event. Employees are responsible for any additional days ●

10. P-Card/T-Card Policy Due to travel freeze - If you are using the T- Card to pay for travel expenses: 1. Submit the Concur Request approval email to your P-Card Representative 2. If the travel expenses are above the T-Card limit, include a Credit Card Exception Request Form. *Your T-Card will decline if you do not contact the P- Card Unit* Hotels can only be booked using T-Card through third-party booking sites (e.g. Expedia, Travelocity, Booking.com). Travelers are responsible for any incidental room charges and must provide their personal credit/debit card at check in • •

11. Self-paid Notes: • Approved self-paid expenses will be reimbursed through employee’s payroll as a non- taxable reimbursement. • Tips are not reimbursable

12. What to do after the event? Complete the Expense Report in Concur • If there were any travel expenses, upload the receipt/invoice. (hotel, airfare, conference fee, car rental & car rental gasoline, tax/uber/lyft) • The Concur expense request will route to the Site Administrator for approval of the actual expenses • Accounts Payable will review and once approved, any reimbursements will be paid through payroll • Even if there was no cost, an expense report is still required to close out the trip • If the trip or the event is canceled, the request must also be canceled in Concur •

13. Concur Travel Expense Checklist This form is NOT required. It is a useful tool for Site Travel Specialist(STS) when entering Expense reports on behalf of an employee

14. SAP Concur Travel-Process Overview SAP Concur Travel SAP Concur Request SAP Concur Expense Create and submit Expense Report Approval System sends the travel request for budget check and then routes it for approvals to: -Principal -Region Superintendent -Travel Freeze Approval -Division of Instruction -Superintendent, if out of state or international Create Travel Request Replacing paper(10.12.1 form) conference approval for Schools. Site Travel Specialist (STS) enters trip request and estimated expenses on behalf of the employee in Concur Travel Approval Book Travel Concur routes the travel expense report to the appropriate approver(s). -Principal -Funding Site/Admin -Accounts Payable After approval, the self-paid expenses will be reimbursed through payroll Option 1: T-Card holder pays for the airfare and the pre-paid hotel (Hotels.com, Expedia) or invoice/payment link from the hotel Option 2: Approved requests display “Book Travel” link to use Concur Travel to book airfare and hotel, charges District acct. Option 3: Self-pay and request reimbursement After the trip, STS creates an expense report from an approved request to enter actuals and submit reimbursement for traveler’s self-paid expenses

15. Resources PSD’s Concur Travel Webpage Concur Travel Training Videos Job aides Concur Travel Request Checklist Concur Travel Expense Report Checklist • • • • Teams Drop-in Sessions- coming soon! •

16. PSD Travel Unit Contacts Region East and Region South Dretha (Dee) Washington Email: Dretha.Washington@lausd.net Phone: (562) 654-9060 Region West, Region North and Central Offices Ikumi Nakamura Email: Ikumi.Nakamura@lausd.net Phone: (562) 654-9393 Travel Desk Main Line (562)654-9058 Email: procurement.traveldesk@lausd.net

17. Concur Demo Log in to ESS (https://ess.lausd.net) with your SSO and click on the “Travel Management” tile to go to Concur Travel. •