Why is a Visitor Certification Needed for Non-Employee Expense Reports?

Every expense report must be certified as correct by the individual requesting reimbursement. Employees certify their own expense reports are correct when submitting their reports in Concur. Non-employees, however, do not have access to Concur and therefore can't submit their own expense reports.

  • A visitor certification must show the expense report amount the visitor is approving.
  • Attach to the Visitor Certification expense type on the report in Concur.

One possibility for obtaining a certification is a document summarizing the trip costs that the non-employee signs while onsite at a meeting. Another option is to email the visitor a report summary utilizing the Print/Summary option below within an expense report. Attach the visitor's email certification showing the amount they are approving to the expense report using the Visitor Certification expense type and then submit the expense report on the non-employee's behalf.


Easy Visitor Certifications with the Print/Share Option

A quick and easy way to obtain a visitor certification is by using the Print/Share option found within an expense report.

Within the expense report, use the Print/Share menu to select UCAR-Detailed Report with Summary Data.

Click the Email button at the bottom of your screen.

Email the UCAR-Detailed Report with Summary Data to your own "@ucar.edu" email address.

Next, forward the email with the report data to the visitor. The Travel Coordinator should provide instructions to the non-employee to reply to the email as approval of the report.

Once you receive the non-employee's approval, attach a copy of the visitor's email confirmation to the expense report using the 'Visitor Certification' expense type and payment type 'Paid by UCAR'. 


Tip

Send the non-employee the condensed version of the report, without account key detail. To do this, first display the UCAR-Detailed Report with Summary Data as described above. Then, in the upper left of the screen, uncheck the Show Expenses box before emailing it to yourself.