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<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Hi All,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">A quick update, there are some additional instructions from accounting towards the end of that 3-hour video course. I started the video at about 2 hours 40 min where they
start talking about setting up itinerary and per diems so you don’t have to watch the whole thing right this moment:
<b><a href="https://youtu.be/6wJFt5cQ_R4?t=9570">https://youtu.be/6wJFt5cQ_R4?t=9570</a><o:p></o:p></b></span></p>
<p class="MsoNormal"><b><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext"> Ash Rivas
<br>
<b>Sent:</b> Tuesday, November 22, 2022 10:37 AM<br>
<b>To:</b> FACULTY (entmfaculty@lists.ucr.edu) <entmfaculty@lists.ucr.edu>; GRAD STUDENTS (egsa@lists.ucr.edu) <egsa@lists.ucr.edu>; 'UNDERGRADS' <entm-beu@lists.ucr.edu>; RESEARCH STAFF (Entm-researchstaff@lists.ucr.edu) <entm-researchstaff@lists.ucr.edu>;
ACADEMIC NON-FACULTY (acadnonfaculty@lists.ucr.edu) <acadnonfaculty@lists.ucr.edu><br>
<b>Cc:</b> admin staff (adminstaff@lists.ucr.edu) (adminstaff@lists.ucr.edu) <adminstaff@lists.ucr.edu>; Travelfeedback <travelfeedback@ucr.edu><br>
<b>Subject:</b> Travel info - per diems for Canada<br>
<b>Importance:</b> High<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Good morning Entomologists,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">There are a couple of quick-start guides for Concur here
<a href="https://impact23.ucr.edu/concur-faculty-guidance">https://impact23.ucr.edu/concur-faculty-guidance</a> and attached to this e-mail. There currently aren’t instructions on the Impact23 site about how to add per diem meals and incidentals to a foreign
trip. I’m happy to help everyone with this process, but if you are filling out a trip and are stuck here are some basic steps for using per diem:
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Once you have an expense report created from your request, you’d click on “Travel Allowance”. For Canada everything will be Foreign and Incurred by Traveler. We’d use OCONUS
for our locations that are still considered “domestic”, but are outside the contiguous United States like Alaska, Hawaii, Puerto Rico, or any other U.S. territories.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="853" height="456" style="width:8.8854in;height:4.75in" id="Picture_x0020_4" src="cid:image015.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">When you click manage allowances you get a big blank page where you have to enter your itinerary. This is going to automatically fill in meals based on your location and
dates. You’ll have the option to exclude days or meals, and to reduce to a specific amount using a different “expense” type.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="1038" height="274" style="width:10.8125in;height:2.8541in" id="Picture_x0020_6" src="cid:image016.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">It’s ok if your times aren’t exact, as long as the days are there (round trip):
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="469" height="352" style="width:4.8854in;height:3.6666in" id="Picture_x0020_7" src="cid:image017.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"> <img border="0" width="871" height="347" style="width:9.0729in;height:3.6145in" id="Picture_x0020_9" src="cid:image018.png@01D8FE69.43695F70"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">When you click “next” at the bottom you’ll be shown all your possible dates and meals. You can use the checkboxes to exclude days or meals to get it as close to your actual
costs as possible and then click “create expenses” and it will auto populate to your trip.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="1336" height="345" style="width:13.9166in;height:3.5937in" id="Picture_x0020_10" src="cid:image019.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="1336" height="360" style="width:13.9166in;height:3.75in" id="Picture_x0020_11" src="cid:image020.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Then if you’re still above the amount of your actual meal and incidental costs, you can “add expense”, “create new expense” and use Per Diem Reduction in a
<b>negative amount</b> to adjust it down if needed. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="493" height="459" style="width:5.1354in;height:4.7812in" id="Picture_x0020_12" src="cid:image021.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="565" height="672" style="width:5.8854in;height:7.0in" id="Picture_x0020_13" src="cid:image022.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">This whole process also sets up per diem amounts for lodging, however it does not auto populate like it does for meals. You’d add your lodging as an expense and while doing
so there is a little checkbox to “add to GSA limit” that should be checked. You should not need receipts for meals or lodging while using a foreign per diem, but please let me know if you run into any problems.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Sincerely,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="46" height="46" style="width:.4791in;height:.4791in" id="Graphic_x0020_2" src="cid:image023.png@01D8FE69.43695F70" alt="Cobweb with solid fill"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Ash
Rivas (she/her)<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Travel Coordinator & Chair’s Assistant<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Entomology Building #167<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">University of California, Riverside<br>
Riverside, CA 92521<b><o:p></o:p></b></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Office Phone: (951) 827-5192<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">E-mail:
<a href="mailto:ashley.hix@ucr.edu"><span style="color:blue">ashley.hix@ucr.edu</span></a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Website:
<a href="https://entomology.ucr.edu/"><span style="color:blue">https://entomology.ucr.edu</span></a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext">Zoom:
<a href="https://ucr.zoom.us/my/ash.rivas"><span style="color:blue">https://ucr.zoom.us/my/ash.rivas</span></a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><img border="0" width="298" height="41" style="width:3.1041in;height:.427in" id="Picture_x0020_1" src="cid:image024.png@01D8FE69.43695F70"></span><span style="font-family:"Fira Sans",sans-serif;color:windowtext"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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