How to Add Per Diem in SAP Concur

Access the Concur Travel and Expense system

Log in to the Concur system to begin the reimbursement process.

Start a non-employee reimbursement report

Create a new expense report and complete the report header. In the Policy dropdown, select Non-Employee Reimbursement.

Locate the correct expense types for per diem

Under the Travel Meals section, identify the appropriate expense type for your destination:

• Daily Meals - Boulder/ColoSprings: $59 (Max)
• Daily Meals - Denver/Aurora: $69 (Max)
• Daily Meals - Other City Rate: See the GSA website for the rate
• First/Last Day Meals - Boulder/ColoSprings: $44.25 (Max)
• First/Last Day Meals - Denver/Aurora: $51.75 (Max)
• First/Last Day Meals - Other City Rate: See the GSA website for the rate

For destinations outside these listed cities, look up the per diem rate on the GSA website.

Add the per diem entry for the first day

Click + New Expense to add a per diem entry. Then:

• Select the appropriate expense type, such as First/Last Day Meals - Denver/Aurora.
• Enter the Transaction Date as the first day of the trip.
• Enter the Amount as the per diem rate for the location, or the actual cost if it is lower than the per diem.
• Select the Location (for example, Denver, Colorado).
• Optionally, add a comment.
• Click Save to add the expense to the report.

Add the per diem entry for the last day

If the trip spans more than one day, add another First/Last Day Meals expense for the last day. You can either:

• Add a new expense manually, following the same steps as above, or
• Copy the existing first-day expense by checking the box next to it and clicking Copy.

Add per diem for intermediate days

For each full day between the first and last day of the trip, add a Daily Meals expense entry:

• Click + New Expense to begin adding a new entry.
• In the Expense Type field, select the appropriate Daily Meals expense type for the destination, such as Daily Meals - Denver/Aurora - $69 (Max).
• Enter the Transaction Date as the first full day of the trip (for example, 07/12/2018).
• Enter the Amount as the per diem rate for the location (for example, $69.00 for Denver/Aurora), or the actual cost if it is lower than the per diem.
• Enter the Location (for example, Denver, Colorado).
• Optionally, add a comment for additional context.
• Click Save to add the expense to the report.

Add remaining Daily Meals entries by copying

If the trip includes more than one intermediate day, repeat the process for each day, either by adding a new Daily Meals expense each time or by copying an existing entry to save time:

• Select the Daily Meals expense entry from the list on the left side of the screen by clicking the checkbox next to it.
• Click the Copy button at the top of the expense list.
• Update the Transaction Date and Amount fields as needed for the new day.
• Click Save to add the copied expense.

Verify all per diem entries

Before submitting, check that:

• There is an expense line for each day of per diem (first day, each full day, and last day).
• Each entry has the correct date, amount, and location.
• The total requested amount at the bottom of the expense list is accurate.

Submit the report

Confirm that all per diem entries are correct and correspond to the correct dates and locations. When you are finished, click Submit Report to send it for approval.