Travel Allowance

[DianeB]

My Company has employees that go on extended travel (sometimes as long as 3 months).

How does one go about having continuous travel allowance set up across multiple expense reports.

For example, 

1) Report 1: Leave home Day 1 = 75%, Day 30 still away traveling need to have 100% per diem.

2) Report 2: Day 31 still traveling, need 100% per diem, Day 60 still traveling need 100% per diem

3) Report 3: Day 61 still traveling, need 100% per diem, Day 80 return home = 75% per diem.

It's a lot financially to expect the average employee to wait 2-3 months to compile 1 expense report and to be reimbursed for all of their meals and incidentals.

How does one go about overriding the 75% rule at the beginning and end of the travel allowance?

[samasuraj]

Hi @DianeB 

Topic: Travel Allowance

Please see the below. Hope this helps. 
——-    

SAP Concur – Continuous Travel Allowance Across Multiple Reports

Maintain One Continuous Travel Itinerary covering Day 1 through Day 80, while submitting expense reports periodically.

1. Report 1 (Days 1–30): Day 1:75%; Days 2–30:100%.
2. Report 2 (Days 31–60): All days:100%.
3. Report 3 (Days 61–80): Days 61–79:100%; Day 80:75%.
4. Configuration: Check whether Concur supports splitting a continuous itinerary across multiple expense reports.

If unsupported, ask the Concur Administrator about permitted manual per diem adjustments.

There is NO universal SAP Concur setting that automatically overrides the 75% rule across separate reports.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[KevinD]

@DianeB Okay, I asked about this internally and here is what I received:

"I would propose to create a long-term itinerary suitable for their travel (e.g. a two or three month long project) and assign suitable parts of the itinerary (e.g. weeks, bi-weeks or months) to separate expense reports. The expense reports can be submitted and paid out on that base (i.e. weeks, bi-weekly or monthly) and the traveller has no issue with the 75%-rule, which is applicable only for the first and last day of the itinerary. Let‘s look at an example: The traveller is on a three-month trip from 01.05. to 31.07. and wants to be paid bi-weekly. He creates an expense report „First bi-week of trip to Idontknow“ and creates an itinerary for the whole three months. But on the assignment screen he excludes all days of the itinerary except the first two weeks. This expense report can subsequently be paid out. Then the next expense report „Second bi-week of trip to Idontknow“ can be created, the original itinerary can be assigned to it, but even during that assignment the traveller can choose only the third and fourth week to assign to the expense report. This expense report can also be submitted and paid out. And so on. As a conclusion: This possibility to assign multiple expense reports to one itinerary and submit and pay them subsequently will solve your issue and is our recommendation to the customer."

In short, user creates one itinerary for the entire trip. Assigns it the first expense report and makes sure to exclude the days they don't need to be paid for just yet. Then repeat those steps each time they want to be paid; create the report, assign the itinerary, exclude days...

Does this make sense?