July 1, 2016
Per diem becomes travel expense reimbursement option July 1
Beginning July 1, faculty and staff traveling on Vanderbilt University business may file meal expenses using a per diem rate.
Under the new policy, faculty and staff may choose to file a $51 a day per diem expense instead of filing itemized receipts through Concur for all meals, if they meet the criteria. Per diem filing is only for travel with funding that is fully nonsponsored and unrestricted, and the $51 daily rate includes all meals, snacks and incidental expenses (such as baggage and porter tips) for the entire day.
The per diem method cannot be used in all cases. People traveling on federally funded grants must continue to use actual receipts for meal reimbursements. Travelers who pay for entertainment or group meals must also use actual receipts to file all their meal expenses for that trip. Travelers must choose just one method —either per diem or actual receipts — for each trip. A quick guide to the new per diem meal expense type is available here. More information about the new meal per diem expense is available on pages 8-10 of the online Concur travel and expense FAQs.
Also, Vanderbilt’s requirement to file receipts for out-of-pocket reimbursements and One Card transactions is increasing to $75 from $25. Schools and departments will continue to have the option of enforcing more restrictive guidelines at the local level.
If you have further questions, please contact firstname.lastname@example.org.
May 1, 2016
VU/VUMC transition - Where do I log into Concur?
Vanderbilt University users can access Concur via the link on the Vanderbilt University E-Business webpage at www.vanderbilt.edu/ebiz . This brings VU users to the VU Single Sign On screen where you input your VUnet ID and Password for a secure log-in to the VU Concur site.
Vanderbilt University Medical Center users can access the VUMC Concur site via Single Sign On where you input your VUNet ID and password by clicking here or pasting this URL in your browser: https://sso.vanderbilt.edu/idp/startSSO.ping?PartnerSpId=concur_vumc
After 4.30.16, please see VUMC Disbursements Contact Information for all VUMC inquiries.
October 30, 2015
Concur Travel transitioned to new travel agency of record on Friday, Oct. 30
Vanderbilt’s travel program transitioned to its new agency, World Travel Service, on Oct. 30. World Travel agents can be reached at the following number (877) 271-9258. The FAQ's on the transition can be downloaded here. For more information, please email email@example.com.
Travel Agency Transition - Frequently Asked Questions
Q – Why is Vanderbilt changing travel agencies – what differences will I see?
A – In response to faculty and staff concerns, the university conducted a competitive proposal process for a new agency. An internal search committee of faculty and staff selected industry leader, World Travel Service Inc., as the university’s new travel agency. World Travel will provide upgraded search content in Concur, international faring expertise, and improved traveler assistance.
Q - What’s changing with VU and Concur Travel & Expense site?
A – Vanderbilt’s Concur Travel & Expense system will remain in place. Concur Travel will have improved content when searching for flights, hotels, and cars. Concur Expense will not be affected by this travel agency change.
Q – What about trips I have already booked with CTM? What if I need to make a change or need assistance?
A – Trips booked with CTM with travel taking place after October 30 will still reside with CTM and are still valid. You will be able to access and expense these reservations through Concur. If you have any changes or need assistance on those existing reservations, please contact CTM at (866) 303-1019.
Q – I have an unused ticket credit with CTM. How do I use this?
A – All existing ticket credits are being transferred to World Travel. They can assist you with using your ticket credit at the optimal time. They will also email users with 60 days remaining on the credit to alert you that it should be used.
Q – Will I be able to buy Southwest “Wanna Get Away” fares in Concur?
A – Yes.“Wanna Get Away” fares are available for booking in Concur.
Q – Who is World Travel?
A - World Travel Service Inc. is the mid-market specialist for BCD Travel, the world’s third largest travel agency. Our program will be managed from their Knoxville Business Travel Center and headquarters with an assigned agent team. World Travel Service is a Concur Preferred Partner, supports only Concur technologies, and uses Concur’s T&E system internally. They maintain a notable list of higher education institutions and also clients located in Middle Tennessee. Please click here to learn more about our new travel partner.