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EVENT IDENTIFICATION NUMBER
The event identification number is no longer required for travel expenses reported on the P-Card statement, the Travel Advance Request form, and the Travel and Business Hosting Expense Report. It is also not required for hosted event expenses. However, units are strongly encouraged to continue the use of a tracking number or value. To assist units with this process, please consider the following Best Practice.
Best Practice for Travel and Hosting Expense Reporting
Departments and units should consider using a value of their own creation to replace the event identification number in their travel and hosting expense reporting. Benefits of such a tracking system include the ability to:
- “tie” expenses together for an event or travel (for either an individual or a group) when the instance has expenses that occur over time (e.g., over a period of months).
- analyze departmental spend for travel or events.
- link expenses together and thus track potential duplicate charges or other inappropriate charges (e.g., using the P-Card for a hosted meal and also claiming the meal as a per diem reimbursement).
In the Concur Travel and Expense Management System, the Department Reference field is available for units to use for their internal business purposes, which may include an event tracking value. Units not yet using Concur may similarly use the Department Reference field on the Non-PO voucher in M-Pathways (instead of the Event ID field), as this will correspond to the same field that can be used by all units in Concur. Or, Non-Concur users may continue to populate the Event ID field on the Non-PO Voucher with a numeric value of their own creation.
Tips for Creating an Event Tracking Value
If using the Department Reference field, alphanumeric values (up to 30 characters) can be created. Examples include:
- 8-digit employee ID and end date of travel (12345678Sep2609)
- Employee uniqname and end date of travel (janedoe092209)
- Conference city and employee last name (BostonLASTNAME)
- Project/Grant and end date of travel (MxxxxxxSEP1509)
Questions? Please contact the Procurement Solutions Team at 734-764-8212, option 1, or procurement.services@umich.edu.
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