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Finance & Administration

Student, Guest, and Pcard Expenses

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Additional information related to creating and adding expenses in concur can be accessed through the Managing Expenses in Concur page.

An ACH/direct deposit payment to a TCU student (including graduate students) for a travel or expense reimbursement is initiated through SAP Concur by a department designee. The designee is required to adhere to the University reimbursement policies and guidelines. Travel Expense Reports must be submitted after the trip is completed and within 90 days.

Access to the Concur platform is provided to certain Graduate Assistants. Please note that Graduate Assistants must be paid through HR payroll and cannot be on an hourly basis. In cases where an individual is both an employee in Concur and a graduate student, the individual would process as an employee if the report is for work as a TCU employee and have someone complete the student reimbursement for them if they are being reimbursed for expenses related to student travel (i.e. not TCU business travel). Graduate students can access Concur if they have one of the following job codes in HR:

  • 90004: Research Assistantship
  • 90005: Teaching Assistantship
  • 90006: Graduate Assistantship
  • 90007: Graduate Instructor
  • 90008: Graduate Associate
  • 97102: Research Assistantship

Effective 8/1/25, guest/visitor reimbursements must be processed in Jaggaer. 

To help minimize out-of-pocket expenses for guests, departments are encouraged to use a TCU University Credit Card (AirCard, Travel Card, and/or PCard) to cover required expenses such as airfare, hotel, and car rental. Purchases made on an employee’s TCU card will appear in Concur and must be cleared by the employee once the expenses are available. See the University Credit Card Programs page for more specific card-related information.

Guests are to be reimbursed in Jaggaer one of two ways, depending on which situation applies:

  • Infrequent (four or less per year) guests or volunteers: Guest Reimbursement Form
  • Frequent (more than four per year) guests:  completed supplier registration and Payment Request Form
  • International guests: completed supplier registration and Wire Request Form

Reminders and Resources

To get information related to credit limits, authorizations or declines, and available balances please contact JP Morgan using the number on the back of your card.

SAP Concur is used to reconcile your PCard Statement report every month. You can update and code charges, add receipts, and allocate charges all month long. It’s best practice to work on charges daily/weekly so that you aren’t scrambling at the end of the month to complete the report.

PCards must be submitted and approved by the 7th day after the month has ended. You will not be able to submit your report early. Failure by the cardholder to submit reports on time will result in the suspension of their University Credit Card or loss of their card for repeated offenses.

For more information on the University Card Program, and detailed Cardholder guides, please visit the University Credit Card Program page.