Payment Type : Out of Pocket

[keciawells]

Something that comes up for my team on a daily basis is the payment type "Out of Pocket" confusion.  Employee's see this and think they are being charged for an out of pocket expense.  They do not understand that it is a receipt not an out of pocket expense.  Does anyone else experience this confusion with their employees?  I would love to know Concur is calling a "RECEIPT" an out of pocket expense.  It honestly does not make sense.

[samasuraj]

Hi  @keciawells 

Topic: Payment Type : Out of Pocket

Please see the below. Hope this helps. 
——-

For your team, the clearest explanation is: “The Receipt shows what you purchased; the Payment type shows who paid.”

Term	Meaning
Receipt	Proof of the Purchase.
Out of Pocket	The Employee Paid personally and may be reimbursed.
Corporate Card	The purchase is associated with a company card transaction.

The confusing situation is when an uploaded Receipt or e-receipt initially appears as Out of Pocket while the Corporate Card transaction appears as “still pending.”

Concur Expense Standard supports renaming the Out-of-Pocket Payment Type.

Your Administrator may be able to rename the label to “Employee Paid” for clarity.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[keciawells]

The reason this is confusing to our employee's is that receipts show up this way that were paid for on the credit card.  Those are not considered out of pocket expenses since our company pays the credit card.

[samasuraj]

Hi @keciawells 

Topic: Payment Type: Out of Pocket

Please see the below. Hope this helps. 
——-

I understand the confusion.

In SAP Concur, a receipt is supporting documentation, while "Out of Pocket" is a payment type.

If an expense is created from a receipt before the corporate card transaction arrives,

it may initially display as Out of Pocket.

Once the corresponding Corporate Card transaction is imported and matched,

Concur should update the payment type to the configured Corporate Card Payment Type.

I recommend checking Available Expenses for unmatched card transactions and

verifying that receipts are correctly matched before submitting expense reports.

If the issue persists, your Concur Administrator should review the card feed, matching process and payment type configuration.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[KevinD]

@keciawells this confusion can be solved if you have your site set up to use the payment type Pending Card Transaction for all new expenses. This would then force the user to wait for the item to match to the company card charge or if they did pay on a personal card, change the payment type to Out of Pocket. 

There almost always is a solution to help alleviate confusion. If you want to consider this option, I suggest submitting a Help ticket to Concur Support. 

[KevinD]

@keciawells Out of pocket refers to how the expense was paid. This refers to the employee paying cash or using a personal card. 

One thing you could explain to these users is that SAP Concur never has and to my knowledge never will charge a user. Concur Expense is for getting reimbursed, not for being charged or making purchases. 

Since I started on this Community team over five years ago, I have not seen someone report this confusion from their employees. 🙂