Saint Louis University's Employee Reimbursement is responsible for processing all local expense and travel-related documents in accordance with the University's Travel and Entertainment Policy and Procedures, and the accounting in Workday.
Covid-19 Update: Concur expense report processing continues uninterrupted at this time. The process for travel cancellations for airfare and hotel remain the same:
- For airfare cancellations, contact TravelPlex 569-1900 or contact the airline directly if you do not need TravelPlex to assist.
- For hotel cancellations, the traveler must contact the hotel directly.
- Adding a New Approver
- Acting As An Expense Delegate Manual
- Approving Expense Reports Guide
- Creating Itinerary (Fixed Meal Per Diem)
- Creating Itinerary (Reimburse Per Diem)
- Adding An Out Of Pocket Expense
- Adding Attendees To Meal Expense
- Allocating Expenses
- Currency Conversion
- Entering Personal Mileage
- Creating Expense Reports Guide
- Itemizing Nightly Lodging Expenses
- Updating Your Expense Profile
- Sending Back An Expense Report
- Working With Available Receipts
Concur Travel and Expense provides the University's online booking and reimbursement tool. It can be accessed via mySLU, under the "Tools" tab. To request access for individual employees, department travel approvers should contact email@example.com.
All expenses must be submitted within 60 days of being incurred per the IRS to meet requirements of an accountable plan. SLU functions under an accountable plan which requires submission of receipts for reimbursements.
Saint Louis University reimburses employees for mileage expenses incurred on official University business that is properly authorized, reasonable and appropriately documented.
Mileage will be reimbursed for all miles incurred on an individual's personal vehicle while conducting University business, both within or outside of the St. Louis metropolitan area excluding inter-campus.
As of January 2021, the reimbursement rate is at $.56 per mile.
If mileage is incurred while conducting business within 100 miles of the customary work location, the request for reimbursement must be submitted on a non-travel report through Concur. The "Mileage Calculator" icon in Concur should be used to claim mileage reimbursement when a rental car is not used.
If mileage is incurred beyond 100 miles of the customary work location, the request for reimbursement must be made on a travel report through Concur along with all other expenses for that trip. Inter-campus mileage is not reimbursable.
Moving Expense Reimbursement
Reimbursement for mileage incurred in conjunction with moving new or relocated faculty and staff is requested via the Concur Expense system.
Although moving mileage is reimbursable at the standard University mileage rate, Internal Revenue Service tax code stipulates that all employee moving expenses and reimbursements are now taxable and no portion is non-taxable, as of the 2018 tax code overhaul.
Payment will be handled accordingly through Tax Compliance and reported on IRS Form W-2.
Moving Van Reimbursement
Submit the following required documents, provided by the moving vendor, for reimbursement of moving van expense:
- Bill of lading
- Household descriptive inventory
Per Diem Rates
Government per diem rates for both domestic and foreign travel is provided below for travelers to determine the maximum allowable for meals and lodging.
The University will reimburse the actual and reasonable meal expenses (including gratuities) up to the daily meal (only) per diem rate allowable using the United States government guidelines for each locality. Actual expenses incurred over and above the daily meal per diem rate will not be reimbursed. Although meal receipts is the preferred method for reimbursement, travelers have the option of claiming 75 percent or less of meal per diem in lieu of submitting meal receipts. Only one method can be used for each trip. A combination of 75 percent per diem allowance and receipts for different days of the same trip is not allowable.
The maximum reimbursable amount for lodging, when not traveling on conference travel, is the actual expense incurred up to the SLU hotel per diem. The SLU hotel per diem is defined as the United States government lodging per diem for the applicable locality plus an additional 20 percent.