CONCUR EXPENSE REPORTING INSTRUCTIONS FOR BSWH FACULTY

2026 41st Annual Family Medicine Review Conference     April 22-24, 2026

Please Note: 

If you have a room reserved at Kalahari, you will be responsible for paying for the room upfront at the time of your stay. Afterward, you will submit a reimbursement request through Concur to receive repayment. If you prefer, you may use your CME funds for this reimbursement.

When submitting your expense report for this conference, please follow the BSWH guidelines below to ensure timely processing

  1. You may use your CME funds for reimbursement of all expenses with this conference.  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. 
  1. When submitting your reimbursement to concur, please use this name exactly for the report name: 2026 FamMed-MedEd Reimb
  1. You are permitted a one-night hotel stay at Kalahari for room rate of $199 plus hotel room tax (single/double rate only). If you are speaking both days of the conference, you will be permitted two nights hotel room 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 two different 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 an itemized receipt.
  1. You are permitted mileage to and from Kalahari (reminder to deduct your normal commute if you left from your home address).
  1. Notify [email protected] 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.

Per BSWH policy, expense reports should be submitted timely – no later than Wednesday, May 27, 2026, 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 [email protected] or 214-865-3957

MEALS:

  • A Dinner Meal is 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.  
    • 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.”