Currently, we have the travelers wait until the trip is complete before submitting the charges for processing. But, we are a Company Billed/Company Paid program on the credit cards. So, we pay the statement no matter when the actual card charge is reconciled.

At Drexel University cardholders are able to open an expense report from an approved request and attach the receipt and transaction notes for the travel card purchases without submitting the report until the completion of travel. This eliminates the need for multiple expense reports for one trip while remaining in compliance with travel card reconciliation.

At Gonzaga University we also utilize Concur Travel, Expense and the Request modules. We currently have Request set up that you can create multiple expense reports from an approved Request. We ask that these pre-payments go on a report and then the actual trip go on another report if the trip is somewhat in the future. This helps keep our GL current with less lagging transactions on unsubmitted reports, however, this does mean more expense reports and more workflow, but we feel comfortable with this tradeoff in order to have a more instantaneous and accurate financial picture.

At UVA we use Workday Expenses. We have a one-card corporate liability program so we pay the bill in full each month. We allow/ require card charges to be reconciled as soon as they appear in the system. They are required to be reconciled within 30 days. We don't allow travel reimbursements until travel is complete. We also do not have a formal pre-authorization/ pre-approval with the exception of companion travel.

Hello. At University of Arkansas we use Workday. I have a travel card for the Law School and book as much travel in advance as I can with my card. If professors pay with their own charges, they can be reimbursed after the fact with itemized receipts. All charges to my travel card are reconciled monthly with the corresponding expense report.

At Oregon State University, our policy is for expense reports to be submitted for credit card purchases within 60 days of transaction date. This includes travel expenses when the travel is further in the future. We also have Concur Request, Travel and Expense so they can do multiple expense reports from one pre-trip request.

I know some Universities use a PreApproval and then will have 2 or so expense reports, the first to expense the Credit Cards to get them reconciled in a timely manner (goal of 30 days), and then since they "encumber" the funds are drawn down accordingly and then final report upon their return, is done. If a "personal" reimbursement is done ALL of those are done after the fact. This prevents cancellations and then going back and collecting monies, etc.