I was wondering how you handle adding attendees to meal expenses. What works for your company and what has failed.
My company is thinking of adding the Concur directory feature and changing the group size of attendees from 25 to 5 or 10 and not requiring attendees names.
Would very much appreciate insight on what you are doing or what you like/don’t like.
We are just changing the attendee list feature for Entertainment. The tax laws (FBT) in Aus require that we have a name and the company, where they are a gustm employee or spouse as different portions of the tax rule are affteced by which type of attendee they are.
Hope this helps
So, a little known feature available in Concur (which I believe is turned on by default) is using Outlook to create an attendee list. How it works is this: You create an Outlook meeting invite and send it to those who will be attending the group meal. After they have accepted, and they must accept the invite for this feature to work, you can open the meeting invite then use the Forward option in Outlook. You will then forward as iCalendar to email@example.com. This will create a list of the attendees that will appear in your Available Expenses. I know there are other ways people get attendees added to reports, but if it is a larger group, this option may work well for you.
Our company has been using the concur directory for about a year now. Accounting and Payroll get reports for Meals and Entertainment. Payroll receives a weekly report on Gift Cards. Both needed the employee id for company's employees and guest's company name.
I created a rule to block business guests with our company name directing the user to use the directory when adding employees to the attendee list.
In the past, employees will use the name they know for the employee which in many cases was not the proper legal name.
The Outlook invite is used by many to automatically add attendees.