Managing Group Travel Expenses

Tags Concur

Group travel is faculty/staff led trips involving students or non-employee participants. It does not include instances where multiple employees attend the same conference or event. Each employee attending a conference is responsible for submitting their own Travel Request and Travel Expense Report. Managing group travel requires careful coordination to ensure accurate financial reporting and compliance with reimbursement policies. This article outlines the proper procedures for handling P-Card transactions, Cash Advances, and reimbursement responsibilities for trip leaders, principal investigators (PIs), coaches, and other employees traveling as part of a group.

Trip Leaders:

  1. All P-Card transactions related to the trip must be included in the leader's Travel Expense Report, even if the expenses were for employees, students, or other non-employees.
  2. Do not pay for out-of-pocket expenses for other employees on the trip. Each employee must submit their own Travel Expense Report. If the leader pays for another employee’s expenses, the leader will need to request reimbursement directly from that employee.
  3. Cash Advances can be requested for yourself or for students—either for student travel allowances or other student related expenses. They cannot be used for other employees’ expenses.

Other University Employees on the Trip:

  • If the trip leader pays for any part of another employee’s travel using a P-Card, the employee needs to include these expenses on their own Travel Expense Report.
    • When entering the expense, select "Departmental P-Card" as the Payment Type.
    • Add a comment with the report number from the trip leader’s P-Card Expense Report where the transaction was submitted.
  • Each employee is responsible for all out-of-pocket expenses related to the trip. The trip leader should not pay for out-of-pocket expenses for other employees.
     

Key Takeaways

✅ Trip leaders must report all of their P-Card transactions related to the trip on their Travel Expense Reports.
✅ Trip leaders should not pay for out-of-pocket expenses for other employees.
✅ All employees are responsible for their own out-of-pocket expenses.

Print Article