Â鶹´«Ã½AV

Travel should follow the guidelines in (November 21, 2024), the most recent version of which can be found on the  page.  Note that airline fare above a basic economy fare must be pre-approved by the president.

To receive reimbursement for expenses related to travel, you will need to submit your receipts through the Concur reimbursement system. 

1. Read the instructions:

• Travel Reimbursement Instructions (Examples use purpose codes for BoG travel, see below for DL travel)
• These instructions direct you to the page.

to find instructions for setting up your Concur account.  Note also that  has info about booking travel.

2. To get reimbursements you need to first create a "report" where you include all your expenses and then "submit" the report. Both the creation and submission of the report can be done on a web browser (logging in the web site above) or with the Concur phone app (available on Android or iOS in the usual app store)

3. To create a new report select "Expenses/Create a New Expense Report" and you'll be asked for.

Concur Travel

Go to and start a new report.

Select the following for purpose:

     Report name: at your choice but somewhat explanatory (e.g., attend ITA'25 BoG)

     Report date: typically the start date of your travel

     Several "Expense Report Purposes" that you should fill out as follows:

     For Distinguished lecturers:

          Expense Report Purpose Level 1: Technical Activities Societies

          Expense Report Purpose Level 2: Information Theory Society

          Expense Report Purpose Level 3: Distinguished Lecturer Fund

          Expense Report Purpose Level 4: DISLR

     For BoG Travel:

          Expense Report Purpose Level 1: Technical Activities Societies

          Expense Report Purpose Level 2: Information Theory Society

          Expense Report Purpose Level 3: AdCom Committee

          Expense Report Purpose Level 4: ADCMX

          (AdCom is the term Â鶹´«Ã½AV uses for our BoG)

  4. Once you create a new report you can add items and add receipts to each item (if appropriate).  

Any airline fare above a basic economy fare must be pre-approved by the president.

IMPORTANT GUIDELINES:

• All entries over $25 need to have a receipt (bank or credit card statements are not acceptable). If a receipt can not be provided (for everything except airfare and hotel) you must use the missing receipt affidavit which can be found under the "receipts" drop down on the top left side of the screen.
• All "transaction dates" should be entered as the date of purchase on your receipt not date of travel
• All entries need to be in the currency listed on the receipts and Concur will do the conversion. If there is a difference in conversion rates please enter a separate line under "currency exchange fees" for the difference. (Note that for this entry only a receipt is not needed regardless of the amount)

  5. Once all items have been added you can submit the report.

  6. After your submission, there will be three layers of approval in the process: one by ITSoc treasurer, two by Â鶹´«Ã½AV, and another with a concur auditor. If you would like to receive notifications at different stages, you can change your setting in your Profile.

If you have any questions or issues when setting up or submitting your request, please let the society admin know.