How can I report a personal expense paid by corporate card

[EY_expense]

This is a question related to EY specific.

I have an expense dated 2023, I couldn't reimburse it since I couldn't trace my receipt, so I am not going to reimburse it. the problem i am facing now is, the system doesn't allow me to remove this expense, it says has to to be move to a report and submit them as personal expenses.

Then I tried to create a new report, but the only option under "Policy" is "Travel & Business Expenses". So I added this phone bill to this expense report, but there is nowhere can indicate the expense is personal (out-of-pocket). it asks for the charge code. 

 The question is (1) how can I make the whole expense item to be personal?  (2) If i want to allocate $60 to be reimbursable and remaining out of pocket how to do that? (3) what engagement code to use? EY now defers all questions to Concur, so I have to ask the question here...

[PoojaKumatkar]

Hi @EY_expense ,

Please find my response below:

(1) how can I make the whole expense item to be personal? 

Pooja - On each expense entry form there is checkbox called  To mark expense as personal you need to check this checkbox.

(2) If i want to allocate $60 to be reimbursable and remaining out of pocket how to do that?

Pooja - On allocation level you cannot allocate expense as personal. Instead, I would suggest two different options to do that.

Option 1: You can create an expense entry of total amount let's say $100. (with itemization)

Create itemize entry of same expense type with amount $60 - reimbursable (DO NOT mark expense as personal)

Create 2nd itemize entry of same expense type with remaining amount $40 - personal (mark expense as personal)

Option 2: create two separate expense entries (without itemization)

1st expense entry with $60 -reimbursable (DO NOT mark expense as personal)

2nd expense entry with $40 - personal (mark expense as personal)

(3) what engagement code to use? EY now defers all questions to Concur, so I have to ask the question here...

Pooja - I would suggest reaching out to your direct manager or company admin and check with them as this related to your company specific.

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

[KevinD]

@EY_expense hello there. I am looking at your expense report. You have a few alerts for missing required information. You need to open your report then click the Report Details link. Select Report Header. Here you will need to provide an engagement activity. This field says Open. Click Open. A new window appears. This is something specific to your company. I did see there were two options on this window, one dealing with Telecomm. I think you might need to select this option, then click Apply. Since this is something I have not see before, you should really speak to your manager about this. 

Your company does have an expense type of Non-Reimbursable/Personal Expense, so if this expense entry needs to be fully personal, use this expense type. If not, then you would itemize the expense using the Telecommunications expense type, create and itemization with the same expense type for the reimbursable amount. Then create a second itemization that uses the Non-Reimbursable/Personal Expense expense type and enter the remaining amount. 

I hope this helps. To reiterate, I would highly recommend speaking with your manager about this before doing anything.