Credit Card - Cash Withdrawal

[joshualawrence]

hi everyone - We would like to allow employees to withdraw cash from corporate card.
How does this transaction show up in concur ? Will it just be like a normal transaction, like how we use our card directly with the vendor 

How do we expense this transaction ? 

[KevinD]

@joshualawrence you would first need to use the setting Make cash advance transactions available to the employee. You would need the Import/Extract Monitor role, I believe for this. 

Then you need to make sure the Cash Advance expense type is activated for the Groups that would be using this. This would be done by activating the expense type for Policies being used by those groups. This does require have full site admin permissions, which most people do not have. You would need to submit a help ticket to Concur Support to have them make these changes. 

I believe the cash advance would look like any other card charge. 

[joshualawrence]

hi @KevinD - Is Cash withdrawal same as Cash Advance in terms of terminology within Concur ?

Because the way I understand.

Cash Advance - Employee get approval to receive cash in advance of their travel, from the payroll.  

Cash Withdrawal - Employee can withdraw cash on a need by basis during travel.

Also i do have full admin access in Concur.

[KevinD]

@joshualawrence The two terms are pretty much synonymous and your understanding is correct. You can set up the system to bring in a cash advances for employees when they use their company card to withdrawal cash. You can then have these transactions show up as a regular transactions rather than a cash advance. I think this means that the system will not automatically categorize the withdrawal with the Cash Advance expense type. 

I don't know if you have full site access. One way to tell is sign in to SAP Concur, click the Administration option (see below). Select Expense. From the Expense Admin screen look for Forms and Fields, Group Configurations and Workflows. If you see any of these, select them and see if there are any options to Modify. 

[joshualawrence]

hey @KevinD , yes i do see Forms & Fields, Groups & workflows.

Where is this config that you have highlighted for Cash Advances ?Should i enable both for Cash Withdrawals ? or just the second one "Import ATM Withdrawals" ?

[KevinD]

@joshualawrence It is found under Administration>Company>Tools. On this screen look for an option that says Import/Extract Administrator. 

I don't think many people have this permission. If you do, when the screen opens, click the Import tab. Look through the list for the correct credit card feed. Click on it then Modify. Scroll down and you'll see the option in the screenshot.

I think you just need the first checkbox selected. That way these will show as Cash Advances which should be more easily distinguishable to users.

If you don't have the Import/Extract option, contact Concur Support.