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<p class="xmsonormal">Please share this with your practicum supervisors and travelers,<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">As of June 2021, <u>all travel</u> including practicum mileage, must have a request submitted and approved in Concur before departing at the beginning of each term.<span style="background:yellow"> Please check with your supervisor for
the appropriate index (required to submit a request in Concur).</span> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="color:red">Request’s must be submitted and approved in Concur before departure</span><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">This should be done once at the beginning of the term and submitted at the end of the term<o:p></o:p></li><li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level2 lfo1"><u>all practicum reimbursements must be submitted within a 2 week after the end of the term<o:p></o:p></u></li></ul>
</ul>
<p class="xmsolistparagraph" style="margin-left:0in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">The attached supervisor log must be completed and approved by the supervisor before it is uploaded as a PDF into Concur<o:p></o:p></li><li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">Mileage should be calculated using the mileage tool within Concur, if not using the mileage tool, a map of the route is required and must be attached as a PDF proving mileage<o:p></o:p></li><li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">If traveling to multiple locations on the same day, the travel should be continuous and not round trip to-from the UO unless an explanation is included<o:p></o:p></li><li class="xmsolistparagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">All drivers must complete a driver certification form found at
<a href="https://transportation.uoregon.edu/business-travel">https://transportation.uoregon.edu/business-travel</a> - this only needs to be completed once per year and should be kept with their supervisor<o:p></o:p></li></ul>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">An example of text for the business purpose could include the following (acronyms are not permitted):
<o:p></o:p></p>
<p class="xmsonormal" style="margin-left:.5in"><span style="color:red">[Traveler’s Name]
</span>is conducting Field Experience Supervision in Teacher Standards and Practices Commission (TSPC) approved licensure programs for the Fall 2021 term with the
<span style="color:red">[Name of Department] </span>department. <span style="color:red">
[Traveler’s Name] </span>used their private vehicle to drive to various sites and supervised students in the
<span style="color:red">[Name of Department]</span> program as they earned required field experience at local area schools and agencies throughout Eugene and Springfield.<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">Additional information can be found at: <a href="https://ba.uoregon.edu/travel/concur">
https://ba.uoregon.edu/travel/concur</a><o:p></o:p></p>
<div style="border:none;border-bottom:solid windowtext 1.0pt;padding:0in 0in 1.0pt 0in">
<p class="xmsonormal"> <o:p></o:p></p>
</div>
<p class="xmsonormal"> <o:p></o:p></p>
<h2 style="margin-bottom:12.0pt;background:white"><span style="font-family:"Times New Roman",serif;color:black;font-weight:normal">Step-by-Step Procedure</span><o:p></o:p></h2>
<p class="xmsonormal" style="background:white"><strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">1.) Log in to Concur at
</span></strong><a href="https://concur.uoregon.edu">https://concur.uoregon.edu</a> <strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">using your Duck ID and password</span></strong><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">2.) On the top navigation bar, click Request, click Create New, New Request</span></strong><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">3.) Request Header</span></strong><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white;box-sizing:border-box"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">Enter required fields, indicated by a red bar. Business purpose should be thorough and complete and clearly demonstrate
the benefit to the university. Once you have entered all required fields, click the blue Save button. This will open the Segments tab where you will enter domestic mileage – for other travel you would enter any airfare, lodging, rental cars or train segments
needed for your trip.<o:p></o:p></span></p>
<p class="xmsonormal">1. Trip destination and date: <span style="color:red">Term/year Practicum Mileage</span><o:p></o:p></p>
<p class="xmsonormal">2. start date: <span style="color:red">first day of travel or first day of the term</span><o:p></o:p></p>
<p class="xmsonormal">3. end date: <span style="color:red">last day of travel or last day of the term</span><o:p></o:p></p>
<p class="xmsonormal">4. city you will be traveling to: <span style="color:red">Eugene, Oregon
</span><o:p></o:p></p>
<p class="xmsonormal">5. Trip purpose: <span style="color:red">Teacher Supervision</span><o:p></o:p></p>
<p class="xmsonormal">6. Traveler Type:<span style="color:red"> Faculty</span><o:p></o:p></p>
<p class="xmsonormal">7. Trip Type: <span style="color:red">1 Domestic Travel</span><o:p></o:p></p>
<p class="xmsonormal">8. How you will book: <span style="color:red">8-vehicle-personal, rented or vehicle</span><o:p></o:p></p>
<p class="xmsonormal">9. Does this trip include personal travel?; <span style="color:red">
No</span><o:p></o:p></p>
<p class="xmsonormal">10. Business Purpose: <span style="color:red">see above as an example state</span><o:p></o:p></p>
<p class="xmsonormal">11. Index: <span style="color:red">department index</span><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><img border="0" width="893" height="336" style="width:9.302in;height:3.5in" id="x_Picture_x0020_1" src="cid:image001.jpg@01D7B08B.4B734FF0" alt="cid:image002.png@01D7AFC6.826E2180"><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">4.) Expenses</span></strong><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white;box-sizing:border-box"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">Click on the Expenses tab. This is where you will only need to enter one possible trip to get the request approved:</span><o:p></o:p></p>
<p class="xmsonormal">1 Expense type: <span style="color:red">03. Mileage</span><o:p></o:p></p>
<p class="xmsonormal">2. date: <span style="color:red">first day of the term or first travel date</span><o:p></o:p></p>
<p class="xmsonormal">3. distance: <span style="color:red">you just need a number, can be 0</span><o:p></o:p></p>
<p class="xmsonormal">4. click Save in the bottom right corner<o:p></o:p></p>
<p class="xmsonormal">5. click Submit Request in the top right corner<o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal" style="background:white"><img border="0" width="764" height="392" style="width:7.9583in;height:4.0833in" id="x_Picture_x0020_25" src="cid:image002.jpg@01D7B08B.4B734FF0" alt="cid:image005.png@01D7AFC6.826E2180"><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><img border="0" width="598" height="237" style="width:6.2291in;height:2.4687in" id="x_Picture_x0020_26" src="cid:image003.png@01D7B08B.4B734FF0" alt="cid:image006.png@01D7AFC6.826E2180"><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333"> </span><o:p></o:p></p>
<p class="xmsonormal" style="background:white"><strong><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">5.) Creating your Expense Report</span></strong><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white;box-sizing:border-box"><span style="font-size:12.0pt;font-family:"Open Sans"">The e<span style="color:#333333">xpense report for approved travel must be started from the Request. You can begin the report as soon
as your request is approved. This gives you a virtual folder to contain all of your daily trips as they
</span>are<span style="color:#333333"> completed. Note that you should not submit your report until after all of your practicum mileage for the term is complete with all visits,<o:p></o:p></span></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="xmsonormal" style="color:#333333;margin-top:.25in;margin-bottom:.25in;mso-list:l3 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:"Open Sans"">Click Requests at the top of the page</span><o:p></o:p></li></ol>
<p style="margin-bottom:.25in;background:white"><img border="0" width="282" height="79" style="width:2.9375in;height:.8229in" id="x_Picture_x0020_4" src="cid:image004.png@01D7B08B.4B734FF0"><o:p></o:p></p>
<ol style="margin-top:0in" start="2" type="1">
<li class="xmsonormal" style="color:#333333;margin-top:.25in;margin-bottom:.25in;mso-list:l1 level1 lfo3;background:white">
<span style="font-size:12.0pt;font-family:"Open Sans"">Click Expense on the far right side of the page under Action</span><o:p></o:p></li></ol>
<p style="margin-bottom:.25in;background:white"><img border="0" width="738" height="130" style="width:7.6875in;height:1.3541in" id="x_Picture_x0020_5" src="cid:image005.jpg@01D7B08B.4B734FF0"><o:p></o:p></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="xmsonormal" style="color:#333333;margin-top:.25in;margin-bottom:.25in;mso-list:l2 level1 lfo4;background:white">
<span style="font-size:12.0pt;font-family:"Open Sans"">Review your request and add any additional information needed, then click Next in the bottom right corner</span><o:p></o:p></li></ol>
<p class="xmsonormal"><img border="0" width="701" height="308" style="width:7.302in;height:3.2083in" id="x_Picture_x0020_6" src="cid:image006.jpg@01D7B08B.4B734FF0"><o:p></o:p></p>
<p class="xmsonormal"><span style="font-family:"Open Sans";color:#333333">4. No – does not include per diem meals</span><o:p></o:p></p>
<p class="xmsonormal"><span style="font-family:"Open Sans";color:#333333">5. Enter each trip date individually, unless multiple trips on the same day</span><o:p></o:p></p>
<p class="xmsonormal" style="text-indent:.25in"><span style="font-family:"Open Sans";color:#333333">a. Trip type:
</span><span style="font-family:"Open Sans";color:red">personal car mileage</span><o:p></o:p></p>
<p class="xmsonormal" style="text-indent:.25in"><span style="font-family:"Open Sans";color:#333333">b. location</span><span style="font-family:"Open Sans";color:red">: city you were in</span><o:p></o:p></p>
<p class="xmsonormal" style="text-indent:.25in"><span style="font-family:"Open Sans";color:#333333">c. click the
</span><span style="font-family:"Open Sans";color:red">mileage calculator </span>
<span style="font-family:"Open Sans";color:#333333">at the bottom right</span><o:p></o:p></p>
<p class="xmsonormal" style="text-indent:.25in"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333"> </span><o:p></o:p></p>
<p class="xmsonormal"><img border="0" width="724" height="282" style="width:7.5416in;height:2.9375in" id="x_Picture_x0020_7" src="cid:image007.jpg@01D7B08B.4B734FF0"><o:p></o:p></p>
<p class="xmsonormal">6. Beginning address is either HEDCO Education Building or your home address, whichever is closer to the address you are going<o:p></o:p></p>
<p class="xmsonormal"> a. enter just like a map quest <o:p></o:p></p>
<p class="xmsonormal"> b. add additional address and finally returning to HEDCO Education building<o:p></o:p></p>
<p class="xmsonormal" style="text-indent:.5in"> c. keep entering all trips with the individual dates of travel using the mileage calculator for locations
<o:p></o:p></p>
<p class="xmsonormal"><img border="0" width="511" height="365" style="width:5.3229in;height:3.802in" id="x_Picture_x0020_8" src="cid:image008.png@01D7B08B.4B734FF0"><o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">7. Add the completed mileage log as support documentation – must be approved by your supervisor showing all dates and locations<o:p></o:p></p>
<p class="xmsonormal"> a. Expense Type: <span style="color:red">Other Support Documentation</span><o:p></o:p></p>
<p class="xmsonormal"> b. Transaction Date: <span style="color:red">
last day of travel </span><o:p></o:p></p>
<p class="xmsonormal"> c. Click Attach Receipt<o:p></o:p></p>
<p class="xmsonormal"> attach as a PDF the signed approved supervisor log for the correct term<o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><img border="0" width="724" height="295" style="width:7.5416in;height:3.0729in" id="x_Picture_x0020_12" src="cid:image009.jpg@01D7B08B.4B734FF0"><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">8.
</span><span style="font-size:12.0pt;font-family:"Open Sans"">O<span style="color:#333333">nce the Supervisor Travel Log and all travel has been added to the report, click the orange Submit Report on the top right corner</span></span><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><img border="0" width="764" height="292" style="width:7.9583in;height:3.0416in" id="x_Picture_x0020_13" src="cid:image013.jpg@01D7B093.07169300"><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333">9. Click the Accept & Submit button, this is your electronic signature stating all information is true and accurate</span><o:p></o:p></p>
<p style="margin-bottom:.25in;background:white"><img border="0" width="593" height="199" style="width:6.177in;height:2.0729in" id="x_Picture_x0020_10" src="cid:image011.png@01D7B08B.4B734FF0"><span style="font-size:12.0pt;font-family:"Open Sans";color:#333333"><br>
<br>
</span>Please let me know if you have any additional questions or would like me to offer any additional training.<o:p></o:p></p>
<p class="xmsonormal">Thank you,<o:p></o:p></p>
<p class="xmsonormal">Denise<o:p></o:p></p>
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<p class="xmsonormal"><b><span style="font-size:10.0pt;color:black">Denise McKenney</span></b><b><span style="font-size:9.0pt;color:black">
</span></b><span style="font-size:9.0pt;color:black">| COE Finance | <b>P:</b> (541)
</span><span lang="EN" style="font-size:9.0pt;color:black">346</span><span style="font-size:9.0pt;color:black">-5949 |
<b>E:</b> </span><a href="mailto:mckenney@uoregon.edu"><span style="font-size:9.0pt;color:blue">mckenney@uoregon.edu</span></a><o:p></o:p></p>
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