Accounts Payable

Users are required to properly document all attendees for a business or group meal and these expenses must be submitted on a travel expense report.

A business meal must include at least one external attendee (someone who does not have a UTAD).

A group meal can be used as the expense type when the following conditions are met:

• 1. The meal did not include an external attendee
  2. The meal included students
     • If no students were present, then each participant should pay for their own meal and submit their own travel expense report for per diem or reimbursement.

To add new external attendee:

1. 1. With the Business Meal or Group Meal expense entry selected, click New Attendee.
   2. Select the appropriate Attendee Type from the drop down menu.
      1. When entering a group, the Group Name should be specific to the event or group and include the date, month, or year (Examples: 2020 Softball Team; March 2020 Student Appreciation Event). Once the group is added to the attendee list, the user must also edit the Attendee Count on the entry.
   3. Enter the Last Name, First Name, Attendee Title, and Company fields.
   4. Click Save or Save & Add Another to repeat steps 1-4 until all external attendees have been added.

To add an internal attendee (UT faculty, staff, and students with a Concur profile):

1. 1. With the Business Meal or Group Meal expense entry selected, click Advanced Search.
   2. Select the appropriate Attendee Type from the drop down menu.
   3. Enter the Last Name and/or First Name in the search fields.
   4. Click Search.
   5. Select the correct attendee from the search results.
   6. Click Add to Expense to repeat steps 2-6 until all internal attendees have been added.
   7. Click Close.

Note: The user should also be added as an attendee if they participated in the meal.

Additional Resources:

• Adding Attendees to a Business Meal (Video, Tip Sheet)