Default Expense Account for a specific Expense Type

[caroleeh12]

Hello!  We're having an issue with duplicate expenses posting to our GL.  

We have our employees list Airfare as Company Paid on their expense reports.  This is hitting our our travel expense.

The airfare also hits travel expense when we process the actual credit card payment. (we also use the ghost credit card for candidates and guests who will not be submitting expense reports through Concur)

We want the airfare on the employee's expense report so it pulls through the expense module for reporting purposes.

Concur advises it is not possible to just remove the Company Paid Airfare from our data extract file without Extract Services manipulating the file every week.

In Concur, our GL accounts are set up to pull the office and cost center of the employee and the expense account of the expense type, but is it possible to override one expense type to always go to one general GL clearing account regardless of the employee's department?

Any other suggestions to clearly identify Company Paid items would be appreciated.

We're trying to avoid manual journal entries to reclass the expenses or creating hundreds of clearing accounts for all of our locations and cost centers.

Thanks!

Carolee

[KevinD]

@caroleeh12 question for you...is all airfare paid for on the company ghost card? 

I'm asking because you might be able to implement an audit rule that would prevent employees from using the Company Paid payment type. 

I need to a bit more information on whether employees are booking all airfare through Concur Travel and whether all air is paid for on the Ghost Card. If this is not the case, I would need to know that as well.

[caroleeh12]

All employees are supposed to book air through Concur on the ghost card, but, as with most things, there are exceptions to every rule.  We do want our employees to include Company Paid Airfare on their expense report so that it pulls through the expense module for reporting purposes.  We just don't want it to post through the weekly data extract.  

Not sure if the export rules can be rewritten to exclude Company Paid + Airfare?