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MGordon
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

We built a simple Cognos report to pull this info.

MGordon
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

We do the same. 

JessicaL
Routine Member - Level 2

Re: How often do you have employees submit expenses?

Hi @tjbmoreno,

We suggest two reports per trip:

1. Pre-trip expenses (Airfare, Parking Spot Reservation)

2. Trip Expenses (hotel, taxis, car rental)

Any non-travel expenses we suggest one report a month at minimum.

 

Jessica Lynch
Associate Accountant & Travel Manager
Felix
Occasional Member - Level 3

Re: How often do you have employees submit expenses?


@Josh wrote:

Hi @tjbmoreno,

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.

Hi Josh - I'm very glad to see such a detailed sharing of how your company use Concur expense. I give you my first comment in this community! Smiley Happy

Reading your post, I see your company set up some real rules for users using a company credit card, like one report per month with only transactions within the period and the total amount matched to the PDF billing statement. Pretty strict rules compared to my company!

With those rules applied, it kind of increases the difficulty of submitting a credit card expense report. With that difficulty exists, I am curious for how your company guarantees that these users submit their expenses on time? I see credit card users from my company delay their submissions for various reasons... Headache! Do you have any effective punishment for a late submission of the credit card expense report in your company?

Appreciated if you can share some insights!

Felix

Josh
Routine Member - Level 2

Re: How often do you have employees submit expenses?

Hey @Felix,

Well a guarantee that the users will submit on time would be great! We have no such guarantee, but we do have some processes in place to help encourage our employees to get things done on time.

Firstly, reconciliations for our almost 900 cardholders are due around the 5th of the following month, but they can submit them any time after the billing cycle has ended. Many of our employees do these as soon as they can - which is very helpful - but many do not.

We have two measures in place to discourage late submissions, one is almost subtle and doesn't directly impact the employee right away, and the other is more overt and does.

The first measure is that their coding is not guaranteed to hit the General Ledger correctly. Shortly after the due date (2 or 3 days, because we like to be gracious - haha), we run four custom reports built in Analysis that returns all of the data for the corporate credit card transactions made within the billing cycle. Through a process, we combine the info in those four reports and it generates an accurate capture of the coding applied to the charges. It captures all itemizations, allocations, comments, and all of our custom cost tracking fields for each transaction. We utilize this method (instead of relying on batching out reports) so that we can make sure every single transaction is accounted for. We're capturing 100% of corporate credit card activity whether the employee has reconciled the month or not.

If an employee has not completed their reconciliation, the default cost tracking values assigned to their profile are used. The default Expense Type a transaction is assigned when it's import is also used. If the Expense Type is Undefined, we assign it a miscellaneous Expense Type as a catch-all for any stragglers. 

If they don't get their reconciliations done on time, there is the risk that they won't be able to code the expenses the way they need to, and they'll need to do some reversal / redistribution of the expense in the next billing cycle. Not an enormous hassle, but still a deterrent to missing the deadline.

The second measure we have in place is the use of the Compliance Control that notifies users (and their supervisors) that they have unused card transactions. We don't have this turned on all the time, but rather use it like a light switch. On the 20th of each month, we input the number of days that have passed since the last cycle ended (so for June 20th, we'd count back to May 24th - 27 days), and turn the control on. At 7:00 PM Pacific on that day, emails will be sent out via Concur's automated system informing the cardholders and their supervisors that there are overdue transactions. In the morning of the next day, we turn the control off.  That way, they only get the email one time.

The next step after this is to concurrently run a report with a list of who hasn't submitted yet. If, by the 20th of the following month they still have not submitted that first month's report, their card is cancelled.

Sounds a little strict, but we have had a few cardholders in recent years take advantage of the fact we don't have a tight policy on this, and they unfortunately were able to make loads of unauthorized personal purchases with no ramifications. These measures are also all explained to the cardholder when they apply for the card, and sign a form saying they agree to these terms.

Also, this is just the current plan. The step of cancelling cards of non-compliant cardholders has not actually occurred yet, as we are going to be implementing those steps next month for the first time. We may get into this and realize we need to adjust it a certain way, and we'll do so if it comes to that. But that's what we do to try and maintain a high percentage of compliance in our organization at this time.

Hope this helps; let me know if you have any questions!


Josh
Nancyagfa
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

With the number of travelers we have and a small staff, we require 1 report per month and they can track their business purpose by line item.  We have IBIP corp cards and batch every night so no one is delayed in getting their reimbursement to pay their bill.  I would exceed my report limits per month and have to upgrade or pay overage. If someone doesn't have a card, they also are required to report once per month, which usually comes after that one trip since their lack of a corp card makes them a very infrequent traveler.

Felix
Occasional Member - Level 3

Re: How often do you have employees submit expenses?

Hey Josh - thanks for your reply and your kind heart for sharing!

I have to say that the first method you introduced is so brilliant! It transfers the workload of making reversal journals from accounting to expense users and at the same time, encourages users to submit expenses on time to avoid the extra jobs! This is something we were trying to achieve but have never come up with when we first set up Concur Expense. I think our company should definitely consider this.

For Compliance Control, we are using it as well. But unlike your company using the automatic emailing system to report the delay submissions, we are sending emails manually (Smiley Frustrated...) to corp. card users and copy in their managers if users failed to submit expenses on time for a certain period. Currently, we think doing it manually is more effective than sending automatic emails but it indeed takes a ton of communication works. We have less than 100 credit card holders so maybe that's why we can still handle this - lol. Maybe it's time for automation for this part as well.

Now I think my company's policy needs to tighten up a little compared to yours. I hope your third plan goes well in the next month.

Thank you so much again for sharing! Smiley Happy