Travel and Expenses for Non-Staff
Burroughs Wellcome Fund (BWF) uses SAP’s cloud-based system Concur for expense submissions and reimbursements. The information on this page is intended to assist you in submitting your out-of-pocket expenses for reimbursement.
Additionally, we provide the travel and expense policy here to assist with answering questions that may arise before, during, or after travel.
Burroughs Wellcome Fund Travel and Expense Policy
If you are a meeting attendee, you can expect to receive an email containing personalized information specific to you and your event. The email should arrive within five business days after the event concludes. That information will be used to create and submit your expense report.
Reimbursement requests must be submitted within 30 days of the email being sent or the meeting’s conclusion, whichever occurs later. System access will expire after this timeframe.
IMPORTANT: Log In Instructions
- If you have previously used Concur with BWF, use the same password you used last time. If you forget your password, you can use the ‘Forgot Password’ feature.
- If this is the first time you are logging into Concur with BWF, you MUST use Forgot Password. You will also set up Two-Factor Authentication (2FA) at the same time. Both steps must be completed sequentially. Coming back later to complete the 2FA step requires starting over with Forgot Password. Please allow enough time to complete both steps.
- Password and 2FA emails will come directly from Concur, not BWF, and are sent to the same email address as this message. Check your junk folder if you aren’t finding it.
- Having an authenticator already downloaded and ready to go during setup will speed things along.
- Most authentication apps will work, but known Concur-friendly authenticators are Microsoft Authenticator and Google Authenticator.
- This document has step-by-step instructions that may be helpful: Concur 2FA Set Up Guide
- This site has videos and links to additional support that may be helpful: Concur Sign In Videos
- If you use Concur with other organizations, be sure to log out of your BWF account after you have submitted your report. To start the login steps, go to concursolutions.com and use the username provided in the personalized email we sent you.
Once you are logged into Concur Expense, if you encounter any challenges, BWF subscribes to 24/7 support services. This document shows how to access that support: User Support Desk Quick Guide
Creating Your Report
For a New Report
To start your expense report, click on “Start A Report” at the top of the landing page.
For the “Report Name” field, please refer to the personalized email we sent you.
- Include all expenses for a meeting in one report. Submitting multiple reports covering the same travel dates will cause significant delays in processing.
- Receipt images must be of entire, original receipts, not transaction lines from bank accounts or account statements.
Expense Entry
To enter expenses, click “Add Expense” and select the expense type for your first item, and fill in the related details.
For each expense item, please populate “BWF Tracked Mtg” and “Focus Area” with the options provided in the personalized email we sent you. (The information may already be selected by default.)
NOTES:
- Save your receipts until your reimbursement has been completely processed and you have received reimbursement.
- Only enter items you paid for out of pocket and need to be reimbursed for. Do not include items prepaid or paid directly by BWF.
- Double-check the numbers. If you have shortened yourself, we are not able to fix that on your behalf. Reports with shortages totaling more than $1 will be returned to you for corrections, delaying the processing time.
- Restaurant receipts must include an itemized detail receipt. If gratuity is reflected on a separate receipt, include that along with the itemized receipt.
- The Business Purpose field is where you can describe the expense. Examples: “Coffee at the airport” or “Ride to the airport.”
- “Transaction date” is the date the bill was paid. Example: If you stayed in a hotel June 15-16 and checked out on the 17th, the transaction date is the 17th.
- Use “Itemizations” when entering hotel costs to separate the nightly charges and other expense types, such as food or parking.
- Receipt images should include the entire receipt and be in focus and legible.
- Do not consolidate mileage over multiple days if submitting for use of your personal vehicle. Different days of mileage should be recorded separately to reflect the actual dates driven.
Payment
For U.S.-based travelers: BWF utilizes SAP Concur’s Expense Pay to process electronic fund transfer (EFT) payments.
If this is your first time using Concur with BWF, you will be prompted to enter the details for the bank account where you would like your reimbursement deposited.
It can take up to 5 banking days for the deposit to reflect in the receiving bank account after your expense report has changed to a status of “Paid.”
For travelers based outside the U.S.: Please refer to the personalized email we sent you for payment-related information.
Submitting the Report
When you have entered everything, press “Submit Report.”
Remember, if you use Concur with other organizations, be sure to log out of your BWF Concur profile after you have submitted your report to prevent submitting items not related to BWF.
You will receive automatic email updates as the report goes through the processing steps. BWF aims to process reimbursements within 2 weeks of receipt. However, this may be longer during times of higher volume.
Additional Links
A more detailed guide on navigating Concur Expense can be found here: BWF Expense Guide for Non-Staff.
Here are frequently asked questions.
Concur Expense provides the most functionality through the website. However, if you would like to use the mobile app, it can be found here: SAP Concur mobile app
If you have questions about the reimbursement process that are not answered on this webpage or if you need help during the process, please refer to the contact information provided in the personalized email we sent you.