Author: hhubbard

How do I input travel meals when I am electing to take less than the allowable Per Diem?

When travelling on University business, often faculty and staff will elect to receive less than the allowable per diem amount for meal and incidentals that applies to their travel destination in order to conserve department funds for other uses. This is an acceptable practice. In order to input this into Concur, you have two options. You can build an itinerary to prepopulate the allowable per diems and then select all meals that were provided in order to reduce the per diem allowance that will be received. The other option is to input an amount below the allowable per diem directly into the Expense Report under the account code titled “Meals reimbursed below Allowable Per Diem – 72613.” This will indicate to all individuals in the approval flow that the meals you have entered are less than the allowable per diem for the travel destination.

Interim Processing of Relocation Expenses

Moving expenses that were incurred in 2017 can be reimbursed through February 28, 2018.  These reimbursements may be taxable or nontaxable, depending on the type of expenses (qualified or non-qualified) per the previous tax law.  For details, see IRS 2017 Publication 521 Moving Expenses.

Moving expenses incurred in 2018 should be covered via a moving allowance.  If you have any questions regarding expenses incurred in 2018 prior to this announcement, please contact Accounts Payable at

If you have any questions about the taxability of moving expenses, please contact the Tax Office at

New Mileage Rates for 2018

Effective January 1, 2018, the mileage rate paid to persons traveling in privately owned vehicles on official business for the state will be 54.5 cents per mile (up from 53.5 cents in 2017). The mileage rate for moving will be 18 cents per mile (up from 17 cents in 2017). These mileage rates are available in Concur and on the Accounts Payable website Mileage Rates page. When entering mileage in your Concur Expense Report, please ensure that you are including the correct Transaction Date in the Mileage Form. For example, if travel occurred in 2017, please ensure you have entered the correct transaction date in 2017 in order to properly calculate the mileage.

Transaction date text field

PO Invoices

If your department receives a Purchase Order invoice, either email the invoice to or send via intercampus mail to Box 870137. PO invoices are not processed through Concur, so please do not create a Concur invoice for a PO payment.

In-State Per Diem Follow-up

Last month, we informed you of a change in the State of Alabama law regarding In-State Per Diem. This change expanded the exception noted under Section 2.10.5 of the UA Travel Policy to include both state or national organizations of which the state or the individual is a dues paying member. As a result, UA personnel traveling to attend a conference, seminar, or other meeting of a state or national organization of which the state or the individual is a dues paying member can receive reimbursement for lodging and meals based on the guidance in Section 2.11 and 2.12 of the UA Travel Policy. As this exception is new, please contact Accounts Payable if you have any questions about whether a conference or event you are attending is truly exempt from In-State Per Diem. If your event is determined to be exempt, you may charge your lodging to a UA P-Card. Personal meals would continue to be paid out-of-pocket but would be reimbursed at the GSA rate rather than the In-State Per Diem Rate.