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tjbmoreno
Routine Member - Level 2

How often do you have employees submit expenses?

We request Reports be submitted on a per trip basis. For non-trip expenses, we request a monthly report. I find this really simplifies auditing though it can result in a higher number of report submissions - hence higher transaction fees.
Terri Moreno
Looking for new opportunities!
Anaren, Inc. - Travel Manager - Syracuse, NY
16 Replies
Routine Member - Level 3

Re: How often do you have employees submit expenses?

Hi Terri - totally see your point and would follow suit but that would equate to 700 expense reports per month for trips alone adding cost and administrative burden on my approvers. I ask employees to combine their trip and non-trip expenses into one report. The use of Concur Audit as well should give the Approvers confidence that each transaction has passed through some hoops before it lands on their desk. We know there are "ticker and flickers" in this cohort but I would hope they would check my trips to exotic locations were for business and not pleasure. I'm getting a demo on Tuesday of AppZen's AI Rebadged as Concur Detect - I would love to use it in such a way to identify low risk reports that can be automatically approved.

Kind regards

Richard Grigg
Assistant Director, Business Services
Australian Bureau of Statistics
Josh
Routine Member - Level 1

Re: How often do you have employees submit expenses?

Hi @tjbmoreno,

For my company, we advise all users to submit no more than two reports a month. We have three types of employees in this regard:

-Company credit card only users
-Reimbursement only users
-Company credit card and reimbursement users

For the users who only use a company credit card, we advise them to submit only one report per month, keeping in line with billing cycles. For instance, if the bank has a billing cycle from May 25th through June 24th, the user should submit a report with only the transactions that post within that period. We ask them to attach a PDF of the bank statement to their report so as to match up the total on it to the Concur report total.

For users who only submit reimbursement reports, we want to be sensitive to payment schedules and get them their reimbursements in a timely manner, which is why we advise no more than two. For us, we get reimbursed through our payroll provider, and any reimbursements show up on users' bi-weekly paychecks. Because we get paid (essentially) twice a month, the reimbursement report frequency reflects that. We batch out the reports every two weeks and send them to be paid on the payroll dates.

We've had users submit multiple reimbursement reports within a short time frame, and we had to have a training that explained submitting multiple reports does not shorten the time it takes to receive reimbursement. Mostly this was a perception issue that employees had from a previously held job and the process they were used to there.

We also suggest a minimum of $50 for each report, as we do everything we can to reduce our number of reports submitted each month. We've had users submit reports for as little as $2 in the past ($2!), and had to, again, re-steer their understanding of how the tool worked in our organization.

For users who submit both company credit card and reimbursement reports, we advise them to just submit one of each report each month. Again, following the credit card billing cycle, and just grouping all reimbursements into another report for the whole month. This way, no user should be submitting more than two reports in a given month.


Josh
LisaS86
Occasional Member - Level 2

Re: How often do you have employees submit expenses?

Good afternoon,

The current guideline we set is to group multiple trips on a single monthly report and to submit within the corporate credit card cycle. Frequent travelers must submit their expense reports more than once a month in order to stay within their credit card limit and to keep the account in good standing. We allow for a mixture of credit card transactions and cash reimbursements on the same expense report and both types of payments are processed through Concur Pay.

We try to control the number of claims through the system by only giving Concur Expense access to those employees who have been issued a corporate card.

Lisa Sturrock
Volkswagen Group
Expense Report Administrator and Auditor
tjbmoreno
Routine Member - Level 2

Re: How often do you have employees submit expenses?

How do employees without corporate cards get reimbursed?
Terri Moreno
Looking for new opportunities!
Anaren, Inc. - Travel Manager - Syracuse, NY
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MGordon
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

We have our employees to submit their expenses within 14 days of incurring the expense.  We do encourage them to add multiple expenses to each report. 

We also run a report on the number of reports an associate is submitting each month.  We address the ones who are submitting too many unnecessarily.

LisaS86
Occasional Member - Level 2

Re: How often do you have employees submit expenses?

If an employee isn't issued a corporate card, it is becuase there is little to no travel expected for their position or they are a contractor.

In cases where an employee travels or has incurred any business expenses, they can submit for cash reimbursement on a manual expense report form. If employees are travelling together and one has a card and one does not, the major expenses such as hotel room and car rental can be put on the corporate card. They are generally in the same cost center and if not, the employee is able to allocate the charge to the approropriate cost center.

This doesn't occur often as most corporate office employees don't travel and our field employees and executives all have corporate cards. 

Lisa Sturrock
Volkswagen Group
Expense Report Administrator and Auditor
MichaelRiebel
Occasional Member - Level 2

Re: How often do you have employees submit expenses?

Is the report you run to see the number of reports a team member submitted in a month a standard report or a custom report?

We have been making an attempt to reduce the number of reports each month but in some cases there is a ligitimate business reason to have numerous reports submitted within the same month.

-Michael Riebel
jsportsman
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

Since we have a lot of invoicing to our clients and each invoice has to be the full trip. We ask that the expense report have full trip visibility and each ER to be processed per trip.  

 

Thanks!

Jason

Jason C. Sportsman, GTP
tjbmoreno
Routine Member - Level 2

Re: How often do you have employees submit expenses?

We completely did away with expense reporting through any other avenue due to the risk of duplicate payments.  It's paid through SAP Concur, or it's not paid at all.

Terri Moreno
Looking for new opportunities!
Anaren, Inc. - Travel Manager - Syracuse, NY