Payment Manager - Personal Expenses

[cbaber]

Hello - in payment manager, the detail for the out of pocket invoice report isn't including items that were marked as personal expenses.  How are these items supposed to get reconciled?

[KevinD]

@cbaber this is by system design. They aren't included so the system won't send a payment my mistake. This also depends on how your card program is set up. If your card is set up as Individual Billed/Company Paid, then the company doesn't need to worry as the responsibility to pay the card is solely on the employee who incurred a personal expense on a company card. If your card program is set up as Company Billed/Company Paid, then you need to come up with a process to track these personal expenses and determine how the user will pay back the company. Some companies do a payroll deduction. Others require the user to send the company a payment. Some companies set up their card (Company Billed/Company Paid only) to use offsets. What this does it looks at the expenses on an employee's report and if there are personal expenses and out of pocket expenses, the system will deduct the amount of the personal expenses from the total owed the employee for their out of pocket expenses. This essentially gets the company paid back.

From what I can see in your site, you have both an AMEX and MasterCard. The AMEX card is Individual Billed/Company Paid, so for those users, you just need to make sure they are paying AMEX if they charge something personal to the company card. For the MasterCard users, I have found that the best tracking is done using Cognos reporting where you build a report that shows users who have marked company card transactions as personal. You can include the amount for each employee to then see what they owe. You can have this report run on a schedule. Maybe once a week or once a month. When it runs you can see who owes the company. How you retrieve the funds though, is up to you. That you'll have to figure out. When state laws allow, payroll deductions seem to be the best and most efficient way. 

[cbaber]

Thank you Kevin for your reply.  Our payment manager report used to offset the personal expenses with out of pocket expenses owed to the employee and then we would settle the net amount through payroll.  From what I can tell this changed for some reason at some point in 2025.  What you describe in Company billed/Company paid sounds like our old process.  How do we go about getting all of our Amex cards switched over to this setting?

Also, how do we pull a report of all expenses marked as personal for the last year or so?

[KevinD]

@cbaber to get your cards switched over, I would recommend speaking with your assigned Customer Success Manager. I tried looking up who this would be, but it didn't provide a name. If you happen to know who this person is, contact them. If not, submit a Help ticket to Concur Support.

As for the report you mentioned, it looks like you have our Consultative Intelligence offering which means you can have Concur build the report for you. However, if you have some Cognos report building experience, I would recommend building the report yourself as it is a very easy report to build. 

What would you say your Cognos experience is on a scale of 1-10. 1 being "what is Cognos?" to 10 being "I can build Cognos reports in my sleep." For the report you are asking for, I would say a Cognos level of 4 would suffice. 🙂

I'll await your reply.

[cbaber]

@KevinD I fall in the 1 category for Congos but open to learning if you can point me in the right direction.  Unfortunately I keep getting an error message when trying to access the Concur Help Chat under my contact support.  I've cleared my cache several times and tried a different browser which neither seemed to fix the issue.  Is there phone #  to reach Concur's help line and/or the consultative intelligence group directly?

[KevinD]

@cbaber there is a group here on the Community for our Consultative Intelligence customers. You can request to join that group. They will review your request and if you are indeed a Consultative Intelligence customer, you should be admitted. In that group you can post your question. Here on the Community, click Groups on the Nav bar. Look for the Data Services Connection Group.