Company Credit Card expenses not affected to expense reports BUT already paid back

[ANTOINE_BOSSARD]

Hello, 

I have 5 expenses from my Compant credit card that are not affected to an expense report. 

Anyway, I issued and was paid back of all these expenses, because I declared through the payment bill copy, not waiting for the Company credit card expense to be visible in CONCUR. 

Therefore, I am now weekly asked to submit an expense report in COncur for these expenses ... that were already paid !

How can I operate to remove this issue and get rid of weekly mails to solve it ? 

Thanks for your help !

[KevinD]

@ANTOINE_BOSSARD add these expenses to a report and when filling out the entry details, check the Personal Expense (do not reimburse) checkbox. You might need to still attach receipts. Once all filled out, submit the report. That will clear things up.

[ANTOINE_BOSSARD]

Hello, 

I could solve 3 expenses out of 5, but it was impossible to do so for hotel expenses. So there are 2 remaining expenses now !

DO you have any ideas for hotel expenses ? 

Thank you !

[KevinD]

@ANTOINE_BOSSARD actually, it isn't impossible. You just need to be a little creative. I went in to your profile and was able to clear all red alerts that would prevent submission. For the item labeled Hotel, change the expense type to Undocumented Expense. This will allow you to mark it as a Personal expense using the Personal Expense (do not reimburse) checkbox. You should also be able to mark the Agency Booking Fees as personal as well. If the system still shows that you need an approved trip request, then simply update the expense type for the booking fees to undocumented as well. I believe that will clear the need for a travel request.

What I find interesting is that the payment type for these two items are Airplus and BNP Paribas, yet the amounts are exactly the same which makes me think these are for the same thing. I don't know why Egencia is is the vendor for one expense and the other is the actual hotel. 

Anyway, before trying this, I would ask you to speak to your direct manager to make sure what I'm proposing is okay for you to do. I don't know your company policies on this type of situation, so asking your manager would be the way to go.