Rebecca - we ran into similar issues when we implemented Concur Expense 10+ years ago. We require an active employee prepare expense reports for guest travelers. It's worked quite well in our culture; we received very few complaints. In fact, we use the same approach with undergrad students.

Hi Rebecca - Our practice at CSU is the same as Paul's. We have travel coordinators within each division and department that have access to book for a guest. The travel coordinator also prepares travel expense reimbursements, which routes to the department's approving authority before it will route to AP for payment processing. It has worked well for our organization.

Ann and Paul, thank you both for the quick response! As a follow up, do you require guest travelers to be setup as vendors in your ERP? We can process the reimbursement without setting them up as vendors but that still requires a physical check to be created. We were hoping to replace both of these steps with the implementation of Expense Pay. Thanks again!

Yes, the same for us at Notre Dame. We're a Banner school if helpful to know.

Tulane is the same and we use Banner also. We use the guest booking feature and our admins book and process the payments.

Last week, the State of SC awarded Concur Expense for public Higher Eds to use....working on a 3rd party implementation RFP to aid us in rolling out to campus this summer....

Our solution is similar to Paul Van Dieren. Where we require an active employee to prepare expense reports for guest travelers and undergraduate students.