Did you know that at the end of each semester, a student employee's record are updated, and if their contract has expired, their Concur access is automatically removed? Without proactive guidance, students may be unsure on how to handle pre-travel authorization or reimbursements. Your help is essential to avoid confusion and delays.
How You Can Help
If a student is traveling this summer or needs to submit reimbursements for academic reasons, please make sure they understand the following:
- Student Travel Pre-Authorization: If the student employee is traveling over the summer for academic reasons, their pre-travel authorization must be completed under one of their campus approved student request policies available in Concur Request. In most cases, an employee will need to process on behalf of the student.
- Student Reimbursement through Student Payment Process: Students may not be reimbursed for academic or recreational travel within Concur, and the student payment process available on your campus must be used for out-of-pocket. reimbursements.
- Submitting Prior Expenses: If a student employee needs to be reimbursed for expenses while they were employed but they are currently not under contract, please request access by submitting a case to travelexpense-services@umassp.edu, including an explanation of why you are requesting access.
For any other Concur access needs not covered here, send a request to travelexpense-services@umassp.edu with the student employee's name and employee ID number (not student ID), along with an explanation of why access is needed.
Please share this information with your students to ensure a smoother process for everyone.