External expense payments

[JVott]

I am trying to find a corporate solution to paying external meeting attendees back for their out of pocket expenses.  I know there is a way as I worked for a director who had to complete a Concur request for payment when he attended an external meeting but that was some years ago and I am sure Concur has a solution.  Our internal processes are so outdated and long and we use Concur so their must be a solution!  Can anyone connect and help with this please?

[PoojaKumatkar]

Hi @JVott ,

You can think of using this approach, where an internal employee submits the expense report on behalf of the external attendee, appropriately marks the expenses (under attendees mark attendee type as guest/employee (not in Concur)), and Finance processes the reimbursement outside of SAP Concur.

Your can refer to the below community post as well for the other option:

https://community.concur.com/t5/Concur-Expense-Forum/Reimbursement-for-non-employees/m-p/34441?utm_s...

If this answers your query, then please mark solution as accepted.

[JVott]

Thanks so much for your reply!  I had not thought about this solution -would that enable me to enter a recipients bank details into concur so they were able to be reimbursed via Concur directly?  How would I do that?

[PoojaKumatkar]

Hi @JVott ,

There is no need to maintain bank details in SAP Concur. Since the expenses are created and submitted on behalf of the external attendee, the reimbursement can be processed manually outside the Concur system.

If this answers your query, then please mark solution as accepted.

[JVott]

Thanks Pooja but I am still struggling to know how I would process this - are there demo's available?

[PoojaKumatkar]

Hi @JVott ,

I don't have any supporting demo's specific to this scenario. However, high level payment process would be as below:

Since the external attendee does not have a Concur profile, Concur cannot issue a direct reimbursement (no bank account is stored in the system). Therefore, payment must be done outside of Concur, typically via:

1. Manual bank transfer / cheque

• Finance team uses the expense report details to pay the attendee.

OR

2. Accounts Payable (AP) integration

• If your ERP system is integrated, the approved expense report can be exported and processed as a vendor payment.

@KevinD - Can you please suggest additional options if there are any. 

If this answers your query, then please mark solution as accepted.

[KevinD]

@JVott you might consider using our Sponsored Guest option. This allows you to create a profile for non-employees within SAP Concur and these users can even enter their bank information to get reimbursed by Expense Pay. 

Here is a link to the Sponsored Guest Setup Guide

[JVott]

Hi Kevin - yes this would be the PERFECT solution!  Your link just takes me to the help pages - is this option available in the UK?  It might be my only stumbling block!