If you do not have a copy of the prepaid airfare with invoice details from Concur/CTP, you can request a copy from <theohiostate@ctp-travel.com>. You are not able to pull a paid receipt from Concur directly.
Here is the procedure we would like to adopt for all of our travelers that are dragging their feet on reimbursement:
At the 2 week after return mark – reach out to the traveler via email to ask for receipts
At the 30 days after return mark – reach out to the traveler via email to ask for receipts *Note “Second Request” in the email
At the 60 days after return mark – same as above but cc: Jean Ball *Note “Third Request” in the email
At the 70 days after return mark – same as above but cc: Jean Ball and Brian Winer *Note “Fourth Request” in the email
Things to keep in mind:
If the reason for not completing the reimbursement is because of expected third party reimbursement:
Complete the reimbursement with a comment stating “waiting on third party reimbursement” and hit “save”
This stops the 90-day “clock” for exceptions
If the reason for not completing the reimbursement is because of a missing receipt
Complete and submit the reimbursement not including that receipt
When receipt is found – it can be submitted later (i.e.: you can have more than one payment requests for a T#)
Also, please keep in mind that after the traveler has two exceptions – there is the potential for loss of partial or full reimbursement. This is why it’s so imperative to head off these exceptions.