CONCUR EXPENSE REPORTING INSTRUCTIONS FOR BSWH SPEAKERS
2024 BSWH Complex Hospitalist Conference August 2-3, 2024
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: Hospitalist Conf 2024 – Med Ed Reimb
- You are permitted one night for hotel room rate of $339 plus hotel room tax of $50.27 (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel room rate of $339 plus hotel room tax of $50.27 (single/double rate only)
- 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.
- You are permitted one day for parking of $18; if you paid for valet parking at $42, post $42 to match the receipt and itemize the remaining $24 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 $42, post $42 to match the receipt and itemize the remaining $24 as personal.
- Be sure to include itemized receipts for the hotel and dinner.
- You are permitted mileage to and from Lost Pines Resort (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.
- Susan Mraz will be added to your workflow approval for this report only.
- Please submit your report no later than Monday, September 16, 2024.
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 575 Hyatt Lost Pines Road, Cedar Creek, TX to home)
- Check “deduct commute.”
- Enter home and work locations.
- Check “deduct round trip.”
CONCUR EXPENSE REPORTING INSTRUCTIONS FOR NON BSWH SPEAKERS
2024 BSWH Complex Hospitalist Conference August 2-3, 2024
Please email Susan.Mraz@BSWH.org your receipts
- You are permitted one night for hotel room rate of $339 plus hotel room tax of $49.61 (single/double rate only). If you are speaking both days of the conference you will be permitted two nights hotel room rate of $339 plus hotel room tax of $50.27 (single/double rate only)
- 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.
- You are permitted one day for parking of $18; If you paid for valet parking at $42, you will only be reimbursed $18. If you are speaking on both days of the conference, you will be permitted 2 days’ parking at $18 per night. if you paid for valet parking at $42, you will only be reimbursed $18 per night.
- Be sure to include itemized receipts for the hotel and dinner.
- If you drove your personal car, you are permitted mileage to/from Lost Pines Resort at .67 cents per mile.
- Please submit your expenses no later than Monday, September 16, 2024.
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.