CONCUR EXPENSE REPORTING INSTRUCTIONS FOR BSWH FACULTY

2025 40th Annual Family Medicine Review Conference     April 9-11, 2025

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

  1. 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 use your CME funds for reimbursement of all expenses with this conference.  
  1. When submitting your reimbursement to concur, Please use this name exactly for the report name: 2025 FamMed - Med Ed Reimb
  1. You are permitted one night  hotel stay at Kalahari for room rate of $199 plus hotel room tax of $ (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel  at Kalahari for room rate of $199 plus hotel room tax of $ (single/double rate only)
  1. You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking more than 1 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.  
  1. Complimentary parking is free.  Valet Parking will not be reimbursed.  
  1. Be sure to include itemized receipts for the hotel and dinner.  If your meal is on the hotel bill we will still need and itemized receipt.
  2. You are permitted mileage to and from Kalahari (reminder to deduct your normal commute if you left from your home address).
  1. Notify ExpenseReports@bswhealth.org when you submit your report for tracking purposes and faster approval.
  1. Susan Mraz will be added to your workflow approval for this report only.
  1. Per BSWH policy, expense reports should be submitted timely – no later than Monday, May 26, 2025 for this event!

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

For assistance with Concur, you may contact ExpenseReports@BSWHealth.org or 214-865-3957

MEALS:

  • Meals are reimbursed with an itemized receipt showing the food and beverages purchased.  If your meal is on the hotel receipt you still need an itemized receipt turned in.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.    
    • 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.
    • 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 , Kalahari Resorts & Conventions, 3001 Kalahari Blvd., Round Rock, TX 78665 to home)
    • Check “deduct commute.”
    • Enter home and work locations.
    • Check “deduct round trip.”

 

CONCUR EXPENSE REPORTING INSTRUCTIONS FOR NON BSWH SPEAKERS 

2025 40th Annual Family Medicine Review Conference   April 9-11, 2025

Please email receipts to Susan.Mraz@BSWHealth.org

  1. You are permitted one night for hotel room rate of $199 plus hotel room tax of $ (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel room rate of $199 plus hotel room tax of $ (single/double rate only)
  1. You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking two days of the conference you will be permitted 2 dinners (self) up to the $65 limit; no alcohol.
  1. Complimentary parking is free.  Valet Parking will not be reimbursed.
  1. Be sure to include itemized receipts for the hotel and dinner.  If your meal is on the hotel bill we will still need and itemized receipt.
  1. If you drove your personal car, you are permitted mileage to/from Kalahari at .70 cents per mile.  
  1. Per BSWH policy, expense reports should be submitted timely – no later than Monday, May 26, 2025 for this event!

MEALS:

  • Meals are reimbursed with an itemized receipt showing the food and beverages purchased.  If your meal is on the hotel receipt you still need an itemized receipt turned in.  We will not reimburse breakfast or lunch for this conference as they are provided by the conference.  
    • 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.
    • 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.