CONCUR EXPENSE REPORTING INSTRUCTIONS FOR BSWH FACULTY

2025 INTERNAL MEDICINE REVIEW     July 14-18, 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 also 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: IMR Conf 2025 – Med Ed Reimb
  1. You are permitted one night for hotel room rate of $XXX plus hotel room tax of $XX (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel room rate of $XXX plus hotel room tax of $XX (single/double rate only)
  1. You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking both days of the conference you will be permitted 2 dinners (self) up to the $65 limit; no alcohol.
  1. You are permitted one day for parking of $XX; if you paid for valet parking at $XX, post $XX to match the receipt and itemize the remaining $XX as personal. If you are speaking on both days of the conference, you will be permitted 2 days’ parking for $18 each night. If you paid for valet parking at $XX, post $XX to match the receipt and itemize the remaining $XX as personal.
  1. Be sure to include itemized receipts for the hotel and dinner.
  2. You are permitted mileage to and from Lost Pines Resort (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. Cheryl Massar will be added to your workflow approval for this report only.
  1. Please submit your report no later than Monday, August 25, 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.
    • 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 7010 Padre Blvd, South Padre Island, TX 78597 to home)
    • Check “deduct commute.”
    • Enter home and work locations.
    • Check “deduct round trip.”

 

CONCUR EXPENSE REPORTING INSTRUCTIONS FOR NON BSWH SPEAKERS 

2025 INTERNAL MEDICINE REVIEW     July 14-18, 202

Please email Diana.McGill@BSWHealth.org your receipts 

  1. You are permitted one night for hotel room rate of $XX plus hotel room tax of $XX (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel room rate of $XX plus hotel room tax of $XX (single/double rate only)
  1. You are permitted one dinner (self) up to the $65 limit; no alcohol, If you are speaking both days of the conference you will be permitted 2 dinners (self) up to the $65 limit; no alcohol.
  1. You are permitted one day for parking of $XX; If you paid for valet parking at $XX, you will only be reimbursed $XX.  If you are speaking on both days of the conference, you will be permitted 2 days’ parking at $XX per night. if you paid for valet parking at $XX, you will only be reimbursed $XX per night.  
  1. Be sure to include itemized receipts for the hotel and dinner.
  1. If you drove your personal car, you are permitted mileage to/from Lost Pines Resort at .67 cents per mile.  
  1. Please submit your expenses no later than Monday, August 25, 2025.

MEALS:

  • Meals are reimbursed with an itemized receipt showing the food and beverages purchased.
    • 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 .67 cents per mile.