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

Every expense report must be certified as correct by the individual. Because non-employees cannot access Concur, a visitor certification must be attached to the expense report to show the individual's approval of the report amount. Even if no amount is due to the participant a visitor certification is required.

  • The visitor certification uploaded to Concur must show the expense report amount the participant is approving. 
  • Attach the approval to the expense report with the Visitor Certification expense type. 

Email the participant a report summary utilizing the Print/Summary option below within an expense report. Attach the participant'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 participant. The Travel Coordinator should provide instructions to the non-employee to reply to the email as approval of the report.

In the email please verify their R1 address if a check is to be issued or verify their banking information has not changed since their last reimbursement. 

If a wire is to be issued please verify they have submitted the UCAR Wire Transfer Request Form. 

Once you receive the non-employee's approval, attach a copy of the participant'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.