CONCUR EXPENSE REPORTING INSTRUCTIONS FOR BSWH FACULTY

2025 Tech for Better     April 11-12, 2025

When filing expense reports for this conference, please note the following BSWH policies to ensure faster expense report processing:

For those with CME budgets, you MUST submit your conference expenses separately to Concur and mark this report as non-CME. If you have other expenses for which you will use CME funds, create a second expense report and mark as CME for submission. You may also use your CME funds for reimbursement of all expenses with this conference.

When submitting your reimbursement to concur, Please use this name exactly for the report name: Tech4Better Conf 2025–Med Ed Reimb

You are permitted one night for hotel room rate of $279  plus hotel room tax  (single/double rate only). If you are speaking more than one day of the conference you will be permitted two nights hotel room rate of $279 plus hotel room tax (single/double rate only)

You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking more than one day of the conference you will be permitted 2 dinners (self) up to the $65 limit; no alcohol.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.  

The only option for parking at the Omni Austin is valet parking at $59 plus applicable taxes. You will need to include this is the only option in your reimbursement request.

Be sure to include itemized receipts for the hotel and dinner.  

You are permitted mileage to and from Omni Austin(reminder to deduct your normal commute if you left from your home address).

Notify ExpenseReports@bswhealth.org when you submit your report for tracking purposes and faster approval.

Cheryl Massar will be added to your workflow approval for this report only.

Please submit your report no later than Monday, May 5, 2025.

Remember to ATTACH THE CONFERENCE AGENDA at the REPORT level (not an expense receipt) by clicking “Manage Receipts.”

MEALS:

Meals are reimbursed with an itemized receipt showing the food and beverages purchased. NOTE: Only meals not provided as part of conference are reimbursement eligible.

If there are multiple diners, separate checks are preferred. Otherwise, please clearly identify the traveler’s own food and beverages and claim only the food/beverage and proportionate tax/tip for the employee.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.  

Deduct ineligible purchases prior to applying the policy dollar limits per meal.

MILEAGE:

Personal Car Mileage is reimbursed in Concur for the miles driven in excess of the normal round-trip commute.  

Enter mileage as driven in the Waypoints (typically home to 700 San Jacinto Blvd, Austin, TX 78701, 700 San Jacinto Blvd, Austin, TX 78701 to home)

Check “deduct commute.”

Enter home and work locations.

Check “deduct round trip.”

CONCUR EXPENSE REPORTING INSTRUCTIONS FOR NON BSWH SPEAKERS 

2025 Tech for Better     April 11-12, 2025

Please email Cheryl.Massar@BSWHealth.org your receipts 

You are permitted one night for hotel room rate of $279 plus hotel room tax of (single/double rate only). If you are speaking more that one day at the conference you may be permitted two nights hotel room rate of $279  plus hotel room tax of (single/double rate only)

You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking on more than 1 day of the conference you may be permitted 2 dinners (self) up to the $65 limit; no alcohol.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.  

The only option for parking at the Omni Austin is valet parking at $59 plus applicable taxes. You will need to include this is the only option in your reimbursement request.   

Be sure to include itemized receipts for the hotel, valet parking, taxi (other transportation), and dinner. If requesting tip reimbursement, please ensure it is on the itemized receipt provided for reimbursement.

If you drove your personal car, you are permitted mileage to/from Omni Austin, 700 San Jacinto Blvd, Austin, TX 78701 at .70 cents per mile.  

Please submit your expenses no later than Monday, May 5, 2025.

MEALS:

Meals are reimbursed with an itemized receipt showing the food and beverages purchased for the speaker only.  No alcohol.  NOTE: Only meals not provided as part of conference are reimbursement eligible.

If there are multiple diners, separate checks are preferred. Otherwise, please clearly identify the traveler’s own food and beverages and claim only the food/beverage and proportionate tax/tip for the speaker.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.  

Deduct ineligible purchases prior to applying the policy dollar limits per meal.

MILEAGE:

Personal Car Mileage is reimbursed for the miles driven at .70 cents per mile.