New tools, updates streamline Concur travel reimbursement for K-State employees
The Division of Financial Services continues to refine and elevate the travel experience through practical, user-centered improvements. Recent updates introduce more efficient processes, clearer training pathways and enhanced system performance to better support both travelers and approvers.
Reimbursement changes effective July 1
University policy related to reimbursable travel expenses, PPM 6410, will be revised to require travel expense reports to be submitted within 180 days of the traveler’s return date. These changes will be effective July 1. This update is necessary to meet IRS requirements for timely reimbursement. Expense reports submitted after 180 days that include out-of-pocket expenses, without an approved exception, may be treated as taxable income.
Updates to Meals and Incidental Expenses reimbursement, or M&IE, will also take effect at this time. For same-day travel and the first and last days of overnight travel, the state has announced that reimbursement will be 75% of the daily rate. Additional details will be shared as they become available.
New reporting tools and tips
New reporting guidance and resources are available on the Concur website. More information about Concur Intelligence, live data reporting and Financial Information System tools can be found here as well. Users can gain a better understanding of available reports and how to navigate them, recommended uses and more. Reports range from supporting account reconciliations to monitoring request and expense report status and reviewing BPC usage.
Concur system updates
To support uninterrupted approval workflows, particularly during extended leaves or vacant positions, several updates have been implemented in Concur:
- Active employees — When an employee’s primary record is on a Leave of Absence, the system will utilize that active role to ensure the employee remains active in Concur and is aligned with the appropriate supervisor.
- Supervisor assignment — When a supervisor position is vacant or the supervisor is on a summer work break, the system will identify the next available leader in the organizational hierarchy to maintain continuity in approval processes.
- Collaborative positions —This same Leave of Absence handling has been extended to collaborative employees, ensuring consistent treatment across all employee groups.
Anthony Travel support changes and feedback
The university will transition from the current on-site travel agent model to a dedicated remote travel agent model. This change allows us to provide consistent, personalized service while leveraging expanded support capabilities.
Under this new model, travelers will continue to have access to dedicated Anthony Travel agents familiar with the university’s travel needs and policies, available 8 a.m. to 5 p.m. Monday through Friday.
In addition, after-hours travel assistance will continue to be available through Anthony Travel’s broader agent team, ensuring support is accessible whenever urgent travel needs arise.
We are confident this transition will maintain the high level of service our campus expects while improving overall availability and responsiveness.
Contact Anthony Travel by phone at 785-532-2200 or by email at kstate@anthonytravel.com. Travelers who have utilized Anthony Travel’s services are invited to submit feedback in the survey available on the Concur Travel website.
User insight is essential in shaping the resources that make travel and expense processes smoother for everyone. Additional feedback for Concur can be sent to concur@k-state.edu.
— Submitted by Division of Financial Services