Employee Reimbursement Changes: Fall 2026

September 23, 2026
Categories: News Tags: Controller's Office, Travel

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 $5/day incidental travel allowance in Concur effective Oct. 1, 2026
    • Individual incidental tips (e.g., housekeeping and baggage handling) will no longer be reimbursed separately. They will be reimbursed through the daily incidental allowance, which will be automatically calculated as part of the travel allowance while in travel status.
  • Employee reimbursements moving to Concur
    • 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.
  • Non-employee and student reimbursements
    • Non-employee reimbursements: No changes at this time – continue using 49er Mart. We are currently working on a new solution for processing non-employee reimbursements outside of 49er Mart; more information will be coming soon.
    • Student reimbursements and awards will use the new Student Direct Pay Request (SDPR) process (available soon).
  • Travel request updates
    • Travel Requests are estimates and no longer need to be resubmitted when travel dates change.
    • 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.

LEARN MORE

Additional details, training opportunities and FAQs will be shared as implementation approaches.

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.