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NOW LIVE: Review the New Travel & Entertainment Guidelines web page to learn more about the travel and entertainment guidance announced on May 13, including exclusions and best practices.

Concur Expense Type Matrix: Cash Advances

 

EXPENSE TYPE – PARENT EXPENSE TYPE – CHILD     Description
01. Transportation N/A Use parent category to estimate the total for all other transportation expenses (e.g., taxi, parking, fuel, etc.). 
  Airfare In-Country Cash Advance Use for airfare between two foreign locations that cannot be direct-billed. Airfare to or from a U.S. location should be direct-billed and cannot be included on a cash advance. 
  Car Rental Use for rental car expenses. Fuel for a rental car should be budgeted under the Transportation parent category. 
02. Lodging N/A Cannot select parent category; must select a child expense. 
  Lodging Use for actual hotel expenses when not eligible for per diem. 
  Lodging – Foreign Per Diem 

Use for lodging per diem for the traveler or group of travelers:

  • When traveling outside of the U.S.
  • For long-term travel within the U.S. (more than 30 days) 
  Lodging – Group  Use for actual hotel expenses for a group of travelers when ineligible for per diem. 
  Lodging – Other Accommodations  Use for non-commercial lodging accommodation expenses (e.g., Airbnb, apartment rentals, dormitories, etc.) when ineligible for per diem. 
03. Travel Meals N/A Use parent category to estimate short-term domestic meal expenses for the traveler or group of travelers. 
  Meals & IE – Foreign Per Diem 

Use for meal per diems for the traveler or group of travelers:

  • When traveling outside of the U.S.
  • For long-term travel within the U.S. (more than 30 days) 
04. Hosted Business Event N/A Use for social event expenses (e.g., hosted business meals, A/V equipment and furniture rentals, tickets to events, etc.). 
05. Supplies N/A Use for non-travel, tangible goods that do not have another specific expense type. 
07. Fees N/A Cannot select parent category; must select child expense.  
 
NOTE: Conference registration fees should be paid with a T&E card or purchase order and cannot be included on a cash advance. 
  Passports/Visa Fees Use for passport, Visa, or other documentation fees needed for travel 
10. Other Expenses N/A Use when the expense does not fall within any other available category. A detailed explanation is required. 
15. Licenses N/A Cannot select parent category; must select child expense. 
  Licenses (Certificates/Permits, Facility) Use for license or permit fees needed while on travel status. 
22. Personal Vehicle Mileage N/A Use to estimate miles that will be driven in the traveler’s personal vehicle. 
99. Restricted Expenses N/A Cannot select parent category; must select child expense. 
  Consultants/Professional Services Use for payment to individuals for professional services that cannot be invoiced or paid directly by the University (e.g., day laborers, tour guides, translators, etc.)