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Instructional solution articles have been developed to help in using Concur for booking travel, creating expense reports, approving expense reports and tracking payments. Please visit the BEN Helps Support Portal where you can search for Solution Articles and submit tickets.

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Concur Travel & Expense Management (TEM)

The Concur Expense module –  Travel & Expense Management (TEM) – application is live for all Wharton faculty, staff, and students. Before using the system, please review the following:

• Anyone who incurs travel or out-of-pocket expenses or creates expense reports on behalf of others will use this system to submit expense reports for reimbursement.
• Maryann Pagan-Abraham is your Management Department delegate in Concur. She will submit your reimbursements for you. Please send your receipts electronically to the team at [email protected] or you may submit them yourself through Concur. Please include a brief summary of the reimbursement or request to purchase. You will receive a confirmation email from Maryann Pagan-Abraham when your request is received.
• You will need your PennKey and password to access Concur here .
• The Penn Travel Card (BOA) transactions will automatically feed into Concur.
• Add “@concursolutions.com” to your Safe Senders list, so notifications from the system are not accidentally sent to your junk mail.
• Reimbursements must be document with original receipts. Also acceptable are cancelled checks (front and back).
• Please submit your phone and internet reimbursements on a monthly basis. If you bundle your service, you must un-bundle and identify charges to your specific phone line.

For questions or assistance, please contact [email protected] or visit the Penn TEM website , complete with general info and detailed training materials.

Concur How To: Maryann Pagan-Abraham is the delegate for all Management faculty, staff, and doctoral students. She will enter your receipts for reimbursement on your behalf. Concur will notify you to approve each reimbursement after Maryann has entered it for you. Please be sure to identify the account to be charged. The Concur Application for Mobile Devices allows you to upload receipts from your mobile device.

Management Department

The Wharton School, University of Pennsylvania 2000 Steinberg-Dietrich Hall 3620 Locust Walk Philadelphia, PA 19104-6365

Phone:(215) 898-7722 Fax: (215) 898-0401

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You are here, travel & expense management data collection.

The Travel & Expense Management Data Collection is a subset of the University Data Warehouse containing data from Concur Expense, Penn's automated expense management system (in use since Spring 2013). The Travel & Expense Management collection contains current and historic information about faculty, staff and students' expense reports and related details.

For a brief overview of the collection, see  Travel & Expense Management Data Collection Quick Reference Guide .

• Tables and Data Elements

Tables are listed in alphabetical order. Select Table to obtain the explantion, common uses, primary keys, indexed data elements, and related tables for a table. Select Elements to obtain the definition, list of values, formats, and not null values for each data element in the table. A description of table and data element terminology is in the document  What the Warehouse Contains .

Looking for a specific element or caution? Try the  searching the collection documentation  for particular keywords (search page will open in a new tab).

The Travel & Expense Management collection is refreshed nightly every day, following the completion of Concur Expense batch processing. Due to the timing of the file transfer from Concur and subsequent processing, the data in the Warehouse is likely to be a full day behind the information available in the Concur Expense transactional system.

Source of the Data The data in the Data Warehouse that is accessible via the BusinessObjects Travel and Expense Management universe comes from Concur Expense, Penn's automated expense management system. The universes also join to related tables in the General Ledger and Salary Management data collections.

Time Span Covered The Data Warehouse stores current information on travel and expense and related details. The data goes as far back as Spring 2013, when Concur Expense was implemented, and continues from that point.

The Concur Expense detail data available in the Travel & Expense Management collection is described in this  diagram , which illustrates the relationships between the tables in the Business Objects universe. In addition, access to the  TEM_SAE_DETAIL  data is provided via the same Travel and Expense Management universe, but the Concur detail and SAE data  are not  joined together.

The BusinessObjects repository contains reports which users can use to retrieve data to which they have access. The reports available vary by data collection and business use, as listed below. You will only be able to view or use reports in the public folders that you have access to. Documents should be renamed and saved to your own "My Favorites" folder on the portal if you need to edit them using Webi.  Documents can only be edited in Webi when placed in your "My Favorites" folder.

International Travel : Displays Concur expense report detail for reports associated with travels outside the United States.

TEM Report Inquiry : Displays SAE and Concur expense report detail and GL journal detail for reports in a given processed date and ORG range.

TEM Report Inquiry - Unprocessed reports only : Displays Concur expense report detail for unprocessed reports in a given ORG range. Includes an optional prompt for report name/ID.

TEM Report Processing Flow Review : Displays Concur expense detail report header, comments and workflow information for reports for a given number of days between submission and processing for payment dates.

TEM workflow review : Enter Report Key(s) in response to the prompt to view the full workflow for a TEM report.

Unapplied Cash Advances : Display names and amounts, by person, of cash advances which have not yet been applied to expense reports. Travel begin/end dates are provided where available.

Unassigned and Unsubmitted Credit Card Charges : Displays Concur credit card and expense report detail to facilitate review of charges which have not yet been applied to expense reports, and also charges applied to reports which have not yet been processed (based on charge transaction date range).

Exception reports

Exception reports include multiple tabs to review basic report or report entry information, comments entered, and processing workflow. Reports are available to highlight the following processing exceptions:

• 1STCLASS : 1st Class/Business Class ticket purchase or the use of Sedan/Limo service requires Supplemental Approval by the Head of the S/C or designated representative
• AVGCOST : The Average Cost Per Attendee is Greater Than $80.00
• DAYSOVER : Transaction Dates greater than 182 days require Supplemental Approval by the Head of the S/C or designated representative
• DINMAX or LUNMAX : Dinner must be $80 or less; or Lunch must be $35 or less
• HOTELNO : Personal meals are defined as meal expenses incurred when traveling on an out-of-town business trip, which would typically include an overnight stay or extended work day as a result of the travel
• MRAFLAG : Expense reports that tripped the MRAFLAG warning in Concur (Missing Receipt Affidavit Present.)
• PENNDUP : This expense entry maybe a duplicate
• STUDENT : The student/trainee will include in the Business Justification field full detail of scope of assignment including location, dates, activity and provide the name of the specific school/ faculty member/ University organization supporting this assignment. The student/trainee will promote the business objectives of the University and/or consult with and advise the University on matters and/or perform representation relating to the provided information.
• TA1000 : Travel Advance requests greater than $1,000 require the Supplemental Approver to be the Head of the S/C or designated representative
• TA90DAYS : Travel Advance requests with a trip duration greater than 90 days requires the Supplemental Approver to be the Head of the S/C or designated representative.

Data training for this collection is offered on an ad hoc basis -- please contact  Enterprise Information & Analytics  for assistance with specific training questions. You can also refer to the  table and element  documentation for information and cautions about specific data.

In general, individuals should have access to the General Ledger data collection in order to obtain automatic access to the Travel & Expense Management data collection for the same authorized organizations. If a user does not currently have General Ledger collection access, they must complete the  Travel & Expense Management Data Access eForm , and obtain supervisor, school access administrator (or senior business officer), and data steward approval.

Releasing Data Outside the University  The only two offices that may disclose travel expense data outside the University are Penn Travel Services and Financial Systems. If you do not work for those offices and you receive a request for data to be sent outside the University, refer the requester to Financial Systems.

Releasing Data Within the University Within the University, travel expense data may be disclosed only if it is needed to do the business of the University, and only to those who need to know the information in order to do their jobs. If you are not sure whether to fulfill a request for this information, call Financial Systems.

Query Results If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption. When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy,  contact the  Office of Information Security .

If you have a question about the Travel & Expense Management data, or if you notice some documentation that needs updating, please contact  Enterprise Information & Analytics . For documentation published on the Web, please specify the URL for the documentation that needs to be updated.

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2370 Travel and Entertainment

Concur expense types/object code matrix.

This document provides information regarding access to expense type and object code information.

April, 2015

This policy applies to all faculty, staff, students, and postdocs traveling and entertaining on behalf of the University and seeking reimbursement or University travel card payment for related Reimbursable Procurement from the University regardless of the funding source.   

Concur Expense Types/Objecy Code Matrix

The University’s Object Code listing and Concur Expense Type/Object Code matrix may be accessed on the DOF website . 

Travel/Concur

Requests for reimbursement policy/procedures.

CONCUR  http://cms.business-services.upenn.edu/penntravel/expense-report.html

• All staff and faculty must use this system for reimbursement requests.
• JUSTIFICATION and Faculty/PI approval are REQUIRED for ALL and should be uploaded with each request.  (Travel Justification form provided by the Business office)
• Coach is the approved travel for the University and should be using the University World Travel Office.  
• If Receipts cannot be provided, and Affidavit in the system is required for requests over $25.00 (policy# 2365 and 2352) https://www.finance.upenn.edu/policy-manual/
• Hotel accomodations will only be reimbursement for reasonably priced mid-market hotel/motel. Exceptions are made for accomodations at hotels where the conference/workshop is held.
• Account number needs to be provided in the system before it is submitted.
• All requests MUST be submitted within 182 days of the travel date in order to be reimbursed Policy#2368  https://www.finance.upenn.edu/policy-manual/
• Program/Agenda/Itinerary if applicable needs to be included for travel to conferences
• Itemized receipts need to be uploaded.
• Alcohol needs to be separated in the itemization (this cannot be charged to a GRANT and may not be reimburseable)
• If per diem is requested, you need to complete an itinerary in the concur system and this will be automatically calculated.
• If meals are provided by the conference you CANNOT request reimbursement for meals you purchased on your own.
• If meals include more than 1 attendee, you need to create the Attendee list in Concur.
• MAX allowable reimbursement for dinner per person is $125.00
• Any business meal expense submitted for reimbursement above these newly established amounts will require supplemental (higher-level) approval.  Additionally, any business meal expense submitted for reimbursement (regardless of meal type) exceeding $150 per person will require approval from the head of the School or Center (or a designated representative).
• Policy # 2352/2354 https://www.finance.upenn.edu/policy-manual/.
• Hotel: must provided detail receipt. This must be itemized in Concur (ie, room, internet, etc) If the hotel receipt does not show how you paid and your name, the credit card statement will be required.   https://www.finance.upenn.edu/policy/2356-travel-and-entertainment-lodging/
• Fundamentals of Driver’s Safety is a course required to be taken prior to being reimbursed.  This is found in Knowledge link  http://knowledgelink.upenn.edu/
• Check University policy regarding insurance coverage requirements prior to trip Office of Risk Management at 215.898.4327 .
• Rentals: itemized receipt required as well as proof of payment. Please refer to the University policy for other restrictions/guidelines https://www.finance.upenn.edu/policy/2357-travel-and-entertainment-rental-cars/
• Mileage reimbursement:  must provide a google map showing the detailed and total miles. 

https://www.finance.upenn.edu/policy/2358-travel-and-entertainment-personal-vehicles-and-ground-transportation/

• Travel Justification Form needs to be completed, signed by PI and uploaded.
• In the Details Allocation section you need to input the account number before submitting
• Travel Justification form is required for all requests
•  You need to select Entertainment (DO NOT SELECT TRAVEL) in the Expense Type field when setting up the concur record.
• Itemized receipt and proof ot payment is required with individuals name (credit card statement may be required) Alcohol needs to be separated in concur.
• Must select and add to the Attendee list all individuals who attended the meal.
• Alcohol cannot be reimbursed from grants.
• Account number needs to be provided in the allocation section of concur.
• MAX allowable reimbursement for breakfast/lunch is $60.00

OTHER and additional forms

• https://www.finance.upenn.edu/policy/2351-travel-and-entertainment-overview/
• https://www.finance.upenn.edu/policy/2367-travel-and-entertainment-payment-options/
• Higher class service (air and ground travel)
• Unnessary fees
• Reimbursements with jusitification over 182 days.

Travel Arrangements:

• For the Online Registration Code: Universityof Pennsylvania
• Step 1: First page asks for login- your company email address & preliminary info.
• Step 2: Once you have completed step 1, you will receive an email with a temporary password.  Step 2 must be completed within 24 hours of receiving the email.  Log back into Concur and hover your mouse on the Profile tab and click on Personal Information to complete your travel profile. Make sure all "Required Fields" are answered, this will activate your travel profile for use online or to be seen by an agent. Click on the SAVE icon to make sure your profile updates correctly.  ** Please make sure that your name in the profile matches your government ID that you will use while traveling.
• http://www.purchasing.upenn.edu/travelSite/travel/international-travel/
• All requests MUST be submitted within 182 days of the travel date in order to be reimbursed Policy#2368

NON PO REQUESTS (NON-CONCUR) TRAVEL:

• Non-Concur Travel Request:
• https://cms.business-services.upenn.edu/purchasing/making-purchases/penn-marketplace.html
• $500 for future invited in-person speakers (plus expenses, of course), and no honoraria for virtual speakers. The only exceptions are named lectureships and speakers invited for professional/faculty/staff development purposes, these amounts may be higher depending. Contact Business office for anything above $500 (Linda Nace)
• Justification form or letter indicating purpose of visit dates and request to reimburse the individual signed by the faculty member paying (including account number to charge- cannot be a federal grant)
• The individual will need to be added as a vendor so the business office will need to have all the contact information for the individual so that she can work with them and central University Purchasing to get them in to the system.  This takes time so prepare.

**All requests must be signed by the PI which is the Travel & Entertainment Justification Form

• Justification for travel or purchase form w/ PI approval
• Program Itinerary must be included as well as badge from conference
• Please tape all 4 sides of receipts to a plain, white sheet of paper (only on 1 side; use more than 1 sheet if necessary)
• If event provides meals, then no per diem can be requested.
• Proof of event attendance is required (program, conference flyer, conference badge,letter (if honorarium or award,  etc.)
• Credit Card statement showing the purchase (please block our other purchases that don’t pertain to your reimbursement)
• Foreign Travel:  CONCUR will provide the foreign conversion rates.  For info with conversions: www.oanda.com/currency/converter
• Use PennKey Login
• Non-PO Payment Request (right side of page)
• Submit via BEN Non-PO Request System

NOTE: object code 5214 is UNALLOWABLE on federal awards. Object codes for travel reimbursement are 5200-5212; if you are unsure please contact our office.

Payments/ Reimbursements Other than Travel

• Company or individual's name
• If the vendor is new and needs to be added to BEN, type “NEW” in the vendor # field.
• If the merchant is not a vendor in the University system, their W-9 is required with this form. Enter their EIN # in the field at the top right of the form.
• Federal tax ID or Social Security Number (ONLY need Penn ID for  faculty, staff or students)
• If there is no invoice, then you will need to create one. 
• Use the invoice date as the invoice #. Example, date is MM/DD/YYperson’s last name; or MMDDYYvendorname. HOWEVER, an invoice coming from the vendor should have this information. If you have questions, contact Business office, etc.
• Use the date plus the initials of the person/vendor you are paying. Example: You are paying a subject for a study they participated in. Person’s name is Jason Rogers and the date was 4/10/10. Invoice # could be 041010JR or 041010JSNRGR, etc.
• Under no circumstances should you create an invoice # that contains full words.
• The University will not make payment on a duplicate invoice #.  If needed add an “A” at the end of the #.
• Full 26-digit Account number (obtain from PI/lab manager or grants manager) Please refer to the updated obj code list https://www.finance.upenn.edu/object-codes/. If you are unsure about the obj code, contact the business office before submitting.
• Description of payment field
• Invoices or receipts
• Submit electronically in system.
• In order to check to see if payment has been made:

You will need to have access to BEN Financials, Invoice Inquiry. 

• Login to BEN Financials
• Select PO Manager> Inquiry> Invoice
• Enter the Supplier # or Invoice #
• Check the results to see if your submission has posted.  This will provide you with the GL Date, which is the date the invoice was processed, and the Payment Terms, which will tell you if it is being paid “Immediately”, “Net 30”, etc.
• Additional forms:
• Reimbursements to students/trainees are required to also have a Statement of Business Connection” form for students only.
• Honorarium payments for Foreign visitors are required to have “Honoraria Eligibility Certification Form” and are not allowable on federal awards
• Contractors are required to also provide “C-12 Independent Contractor Determination & Certification form”
• Missing Receipt Affidavit
• C5 Exception reimbursement request form

All of these forms are located at the below link:

• http://www.finance.upenn.edu/comptroller/forms/
• http://cms.business-services.upenn.edu/penntravel/policies/travel-forms.html
• http://www.finance.upenn.edu/vpfinance/fpm/

Firebird Travel

RUSSIA TRAVEL HOME

Thank you for your enquiry.

RUSSIA TRAVEL PACKAGES A selection of Russian tours to take as they are or adjust to your needs.

THE GOLDEN RING Visit the heart of ancient Russia. What is the Golden Ring?

MOSCOW TOURS What you can see in Moscow.

MOSCOW DAY TRIPS Get out of Moscow and take a relaxing trip to some of these places

ST. PETERSBURG Some of the sights to see in Petersburg

LAKE BAIKAL TOURS Hiking and trekking around the world's deepest lake in the heart of Siberia

RUSSIAN DIGS Come and work in the field on a Russian Archaeological dig. Full training given on site.

TRAVEL TIPS & SERVICES Getting around in Russia

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Claudia Looi

Touring the Top 10 Moscow Metro Stations

By Claudia Looi 2 Comments

Komsomolskaya metro station looks like a museum. It has vaulted ceilings and baroque decor.

Hidden underground, in the heart of Moscow, are historical and architectural treasures of Russia. These are Soviet-era creations – the metro stations of Moscow.

Our guide Maria introduced these elaborate metro stations as “the palaces for the people.” Built between 1937 and 1955, each station holds its own history and stories. Stalin had the idea of building beautiful underground spaces that the masses could enjoy. They would look like museums, art centers, concert halls, palaces and churches. Each would have a different theme. None would be alike.

The two-hour private tour was with a former Intourist tour guide named Maria. Maria lived in Moscow all her life and through the communist era of 60s to 90s. She has been a tour guide for more than 30 years. Being in her 60s, she moved rather quickly for her age. We traveled and crammed with Maria and other Muscovites on the metro to visit 10 different metro stations.

Arrow showing the direction of metro line 1 and 2

Moscow subways are very clean

To Maria, every street, metro and building told a story. I couldn’t keep up with her stories. I don’t remember most of what she said because I was just thrilled being in Moscow.   Added to that, she spilled out so many Russian words and names, which to one who can’t read Cyrillic, sounded so foreign and could be easily forgotten.

The metro tour was the first part of our all day tour of Moscow with Maria. Here are the stations we visited:

1. Komsomolskaya Metro Station  is the most beautiful of them all. Painted yellow and decorated with chandeliers, gold leaves and semi precious stones, the station looks like a stately museum. And possibly decorated like a palace. I saw Komsomolskaya first, before the rest of the stations upon arrival in Moscow by train from St. Petersburg.

2. Revolution Square Metro Station (Ploshchad Revolyutsii) has marble arches and 72 bronze sculptures designed by Alexey Dushkin. The marble arches are flanked by the bronze sculptures. If you look closely you will see passersby touching the bronze dog's nose. Legend has it that good luck comes to those who touch the dog's nose.

Touch the dog's nose for good luck. At the Revolution Square station

Revolution Square Metro Station

3. Arbatskaya Metro Station served as a shelter during the Soviet-era. It is one of the largest and the deepest metro stations in Moscow.

Arbatskaya Metro Station

4. Biblioteka Imeni Lenina Metro Station was built in 1935 and named after the Russian State Library. It is located near the library and has a big mosaic portrait of Lenin and yellow ceramic tiles on the track walls.

Lenin's portrait at the Biblioteka Imeni Lenina Metro Station

5. Kievskaya Metro Station was one of the first to be completed in Moscow. Named after the capital city of Ukraine by Kiev-born, Nikita Khruschev, Stalin's successor.

Kievskaya Metro Station

6. Novoslobodskaya Metro Station  was built in 1952. It has 32 stained glass murals with brass borders.

Novoslobodskaya metro station

7. Kurskaya Metro Station was one of the first few to be built in Moscow in 1938. It has ceiling panels and artwork showing Soviet leadership, Soviet lifestyle and political power. It has a dome with patriotic slogans decorated with red stars representing the Soviet's World War II Hall of Fame. Kurskaya Metro Station is a must-visit station in Moscow.

Ceiling panel and artworks at Kurskaya Metro Station

8. Mayakovskaya Metro Station built in 1938. It was named after Russian poet Vladmir Mayakovsky. This is one of the most beautiful metro stations in the world with 34 mosaics painted by Alexander Deyneka.

Mayakovskaya station

One of the over 30 ceiling mosaics in Mayakovskaya metro station

9. Belorusskaya Metro Station is named after the people of Belarus. In the picture below, there are statues of 3 members of the Partisan Resistance in Belarus during World War II. The statues were sculpted by Sergei Orlov, S. Rabinovich and I. Slonim.

10. Teatralnaya Metro Station (Theatre Metro Station) is located near the Bolshoi Theatre.

Teatralnaya Metro Station decorated with porcelain figures .

Taking the metro's escalator at the end of the tour with Maria the tour guide.

Have you visited the Moscow Metro? Leave your comment below.

January 15, 2017 at 8:17 am

An excellent read! Thanks for much for sharing the Russian metro system with us. We're heading to Moscow in April and exploring the metro stations were on our list and after reading your post, I'm even more excited to go visit them. Thanks again 🙂

December 6, 2017 at 10:45 pm

Hi, do you remember which tour company you contacted for this tour?

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