How to stop company paid transactions from appearing on expense reports?

[kjansen]

We no longer want company paid transactions to appear as an expense which has to be handled by employees. Is there any way to make these expenses not appear or not be visible to employees. We find that it causes confusion and since these are transactions charged to one credit card and we do not require employees to submit these types of expenses.

[Dharma_Kona]

Hi kjansen,

Good day!

You may try the following to prevent company-paid transactions from appearing for employees:

1. Access Corporate Card Program Settings

Navigate to Administration > Company > Tools > Corporate Card Program.

Select the corporate card program associated with the company-paid transactions.

2. Configure Transaction Assignment

In the corporate card settings, ensure that company-paid transactions are not assigned to employees.

You can configure the system to route these transactions directly to the finance team for reconciliation.

3. Set Transactions as Non-Reimbursable

Go to Administration > Expense > Expense Types.

Locate the expense types associated with company-paid transactions (e.g., airfare, hotels, etc.).

Mark these expense types as non-reimbursable so they are excluded from employee-submitted reports.

4. Exclude Transactions from Employee View

Navigate to Administration > Expense > Policies.

Edit the policy rules to exclude company-paid transactions from appearing in employee expense reports.

You can do this by:

Filtering transactions based on the payment type (e.g., corporate card).

Automatically marking these transactions as "handled by the company."

5. Disable Notifications for Company-Paid Transactions

Go to Administration > Company > Notifications.

Turn off notifications for corporate card transactions that are company-paid, so employees are not alerted about them.

These steps should help you configure Concur Expense to hide company-paid transactions from employees. 

Thank you!

Regards,

Dharma

[KevinD]

@kjansen what you are asking can be accomplished, but it is a matter of whether you feel it is worth it or not. 

Two things would need to be done in the system. First, the card being used to purchase airfare would need to be assigned to one individual. That way they would receive the transactions instead of the individual travelers/users. This person would then be the one to reconcile all the transactions. The issue here is that this person would not have the receipts for all these transactions. However, you could just set up your receipt handling rules and audit rules to not require receipts for these transactions. 

Second thing is to turn off itineraries from flowing to Concur Expense. This will prevent confusion for users. If they see itinerary items, they would think they have to submit them, which they would not.  They would simply delete these items. You likely would not want to deal with all the users contacting you about what to do with these items. This would also require some work with your Policies. 

The big question is what would be more work overall, having one user reconcile all the company paid items or educating users that if they see Company Paid items, just treat them like any other transaction and add them to a report? 

If you have any questions about what I've written, please let me know.