Employee Reimbursement Changes: Fall 2026
Last Updated: October 20, 2006
This fall, Financial Services and the Office of OneIT Financial Systems Support are implementing changes to employee reimbursement processes and related Concur functionality. The updates below highlight what is changing and what employees and departments need to know.
WHAT’S CHANGING
New incidental travel allowance available in Concur effective Oct. 1, 2026
Travel reimbursements now include an incidental travel allowance for eligible travel expenses such as individual incidental tips (e.g., baggage handling, hotel housekeeping and bellhop tips).
- For domestic travel, the incidental allowance is generally $5 per day.
- For international travel, incidental rates vary by destination and are automatically calculated based on applicable government rates.
- Individual incidental tips will no longer be reimbursed separately. Instead, they are reimbursed through the incidental travel allowance, which is automatically calculated while in travel status.
What is not included?
Tips associated with other reimbursable expenses, such as Uber, Lyft, taxi and other transportation services, remain part of those individual expenses and are not covered by the incidental allowance.
Employee reimbursements coming to Concur Nov. 2
Employee reimbursement requests unrelated to travel and currently submitted through an Employee & Student Direct Pay Request (ESDPR) or Entertainment Expenditure Form (EEF) will move to Concur for active employees.
- Paper forms will no longer be accepted for employee reimbursements after Nov. 2.
- Additional guidance, training resources and implementation details will be shared before launch.
Non-employee and student reimbursements
Non-employee reimbursements: No changes at this time. Continue processing through 49er Mart. Future enhancements are being evaluated, but no changes are currently planned.
Student reimbursements and awards will use the new Student Direct Pay Request (SDPR) process once available.
Travel request updates
Travel requests are intended to serve as estimates of anticipated travel activity.
- Travel Requests no longer need to be resubmitted when travel dates or estimated expenses change.
- Travel Expense Reports represent the actual trip and expenses incurred.
- Report only business travel dates as trip start and end dates on requests and expense reports.
- Enter personal travel dates separately in the Personal dates of travel section on your Travel Request.
These changes are intended to reduce unnecessary resubmissions and streamline processing while maintaining appropriate approvals and documentation.
RESOURCES
The following resources are available in the University Knowledge Base to support travelers, approvers and administrative staff:
- Reimbursement guidance and forms (e.g., travel manual)
- Concur Travel Allowance Incidentals and Reimbursement Details
- Addressing error messages in Concur for travel allowance incidentals claimed for dates earlier than Oct. 1
Support & Questions
Financial Services is the authoritative source for employee reimbursement policies and business process requirements. OneIT supports Concur functionality, training and system-related assistance.
- Technical Support: Submit a Concur Service Request Form
- Policy & operatoinal questions: Email travel (if P-Card related, email purchasing card program )
Additional updates will be communicated as implementation milestones are reached.