RSES/AMA Travel Instructions

Below are instructions for INSPYRE Team Members who are traveling using the RSES/AMA travel contract. 

Initial Concur Log In How To Guide

  • Log into Concur – www.concursolutions.com
  • Click on ‘Forgot Password’ to create a new password
  • Click on your initials at the top of the home page
  • Click ‘Profile Settings’
  • Click ‘Personal Information’
  • Enter all information marked as [Required]. Please note that a home address is required for billing and reimbursement options
  • Ensure that the TDN number listed is correct
  • Enter any travel preferences, if applicable. This includes air travel and hotel preferences as well as any frequent traveler programs. TSA Pre-Check Known Traveler Numbers can also be entered into this page along with passport information, if applicable
  • Return to your main profile page and under ‘Expense Settings’, click ‘Bank Information’
  • Enter your banking information and the associated home address. Please note that accurate banking information is required to be reimbursed by direct deposit

Things to note:

  • Always use: www.gsa.gov or https://allowances.state.gov/web920/per_diem.asp (for Foreign travel)
  • Always use Concur when paying for Air, Hotel and Car.
  • Do not use sites such as Airbnb, Travelocity, Expedia, etc. These sites have hidden fees that often occur and will NOT be reimbursed.
  • If funding support is needed, reach out to: RSEStravel@ama-inc.com (Ex: hotel room block).
  • Out-of-Pocket Expenses for Airfare, Hotel and Car may result in NO reimbursement.
  • Save all your receipts and upload them into your Concur account.
  • Always create your Concur account on a desktop; you can then download the free SAP Concur app.

Accommodations/Lodging

  • Make sure reservation is at or below per diem
  • Always obtain a check-out receipt when you leave the hotel
  • Exception: Hotel room block is not available in Concur. An approved link should be provided to you by the NASA event organizer. You will need to book those on your own.

Transportation

  • Airfare
    • Book Economy airfare when booking US/domestic flights
    • Follow the Fly America Act when booking international flights. The Fly America Act requires that federally funded air travel uses U.S. flag air carriers.
  • Rental Car
    • Reserve a Compact car. Concur (Enterprise / National) offers perks, such as Emerald Aisle, which allows an upgraded selection of vehicles that will match cost of the Compact requirement.
    • Do not refuel car at the rental company.
    • Exception: Renting box trucks requires approval by your NASA event organizer.
  • Taxi – Uber – Personal Vehicles – Train – Bus Always use: Per diem rates | GSA (US) U.S. Department of State | Home Page (Outside US)
    • Always use Concur when paying for Air, Hotel and Car.
    • Do not use sites such as Airbnb, Travelocity, Expedia, etc. These sites have hidden fees that often occur and will NOT be reimbursed.
    • If funding support is needed, reach out to: RSEStravel@ama-inc.com (Ex: hotel room block).
    • Out-of-Pocket Expenses for Airfare, Hotel and Car may result in NO reimbursement.
    • Save all your receipts and upload them into your Concur account.
    • Always create your Concur account on a desktop; you can then download the free SAP Concur app
    • Save all your receipts for all transportation. If paid by cash, obtain a receipt for expense report reimbursement.
    • Save receipts for gas, tolls, parking. If paid by cash, obtain a receipt for expense report reimbursement.
    • When using a personal vehicle, you must submit Google map with start and end for mileage reimbursement when roundtrip is $75.00 or more.
  • Lodging / Hotel room rates must not exceed per diem for the city and state where you are traveling.
  • Receipts for all expenses are REQUIRED and must show Company Paid or Out of Pocket. Note: Meal receipts are not required as these are expensed as per diem.
  • Form of payment must be documented as part of receipt – credit card, cash, company paid.
  • Lost receipts will not be reimbursed.
  • Examples of Receipts may include:
    • Abstract Fee
    • Agency Booking Fee (For Airfare, Hotel and Rental Car)
    • Baggage
    • Conference Fee
    • Credit Card Statement – All expensed foreign transactions, including foreign exchange fees, must be accompanied by your credit card statement
    • Fuel
    • Mileage
    • Lodging check-out receipt (a.k.a. Hotel folio)
    • Parking
    • Poster Printing Expenses (approval by NASA Event Organizer required)
    • Rental Car /Uber /Train /Taxi / Bus
    • Shipping Expenses (approval by NASA Event Organizer required)
    • Supplies for travel event (approval by NASA Event Organizer required)
    • Tolls
  • Please attach all company paid, out-of-pocket and any unused flight/travel associated receipts to your expense report to account for all expenses associated with your trip.
  • Expenses must be submitted within 10 business days after the return of your trip. Please note, if expense report has not been submitted within 30 days, you may forfeit being reimbursed for any out-of-pocket expenses.
  • Submit agency booking fees as a separate line item. Subtract the amount from the receipt total so the two added together match the total.
  • When submitting expenses, the travel team needs the whole picture of your trip -- how you arrived and departed, where you stayed, what transportation you used to get around while on your trip. Most expenses are company paid or out-of-pocket. If you stayed with someone, or part of your trip was paid for in another way, please let us know by using the comment field in the expense report.
  • Pay attention to Concur system warnings. You may be missing information required to complete submission.

 

Please use this email address rsestravel@ama-inc.com for any correspondence before and/or after your travel. Email is monitored daily during business hours and allows the travel team to stay informed on all travel correspondence.

During your trip, always contact Concur / WTI for assistance with transportation and lodging. Always identify yourself as being associated with Analytical Mechanics Associates (AMA). Assistance is available 24/7. Call: US: 1-888-979-0400, Outside US: 1-610-458-5554 or email amatravel@worldtravelinc.com (Monitored M-F 8am-8pm).