Pending Card Transaction or Out Of Pocket for expenses paid on personal credit card?

[stevebydac]

Hi, I'd appreciate any help please. I have a company Wells Fargo card assigned to me for my expenses. However, I accidentally used my personal MasterCards for some expenses. Those two personal cards are saved in My Profile - Personal Information / Credit Cards.

When I list each of those expenses on my monthly expense report, I am given a choice of "Out-Of-Pocket" or "Pending Card Transaction." If I list them as "Out-Of-Pocket" it flags "Warning: You are assigned a company card and expensed an out of pocket expense. Please wait for the credit card transaction to come through before submitting this expense." Is "credit card transaction" referring to my personal card in that sentence? And what does it mean by "come through?"

If I list them as "Pending Card Transaction' it flags "Error: This expense cannot be submitted until it is matched to an imported card transaction. If this was not paid for via card, you may edit the payment type of the expense to reflect the actual payment method." Does "imported card transaction" refer to my personal card?

How do I expense these using my personal cards that are saved in my profile? I don't understand why Concur doesn't access these saved cards promptly like the vast majority of sites that handle financial transactions.  Thanks for any advice, much appreciated!

[KevinD · Accepted solution]

@stevebydac hello there. I can explain...when you added your cards to your profile, this was so that you could use Concur Travel for making your bookings, it is not related to Concur Expense. Your assigned Wells Fargo card is assigned to you by your site admin on the Concur Expense side of things and these are the transactions that will automatically feed into your profile so that you can add them to expense reports and get them submitted. 

Transactions for cards you have added do not feed into SAP Concur. 

For the message stating: "Warning: You are assigned a company card and expensed an out of pocket expense. Please wait for the credit card transaction to come through before submitting this expense." This is referring to your assigned company card and is more of a reminder to people that if the expense was paid for on their company card, to wait for that transaction to feed in and not submit the expense as an out of pocket expense. Warnings do not prevent you from submitting the expense. The verbiage could have been a little better and should have mentioned something about, "if this expense was purchased on your company card, please wait..." 

"Imported card transaction" also refers to company card and not to any cards you added to your travel profile. 

Out of Pocket should be used as the Payment Type anytime you use a personal card to pay for a business expense. However, your company wants you to only use your assigned Wells Fargo card (if possible) for business expenses because those transactions will automatically feed (upload) into your Available Expenses and the system will automatically assign the correct payment type. 

So, for the expenses you paid for on your personal card, keep the payment type as Out of Pocket. 

Let me know if you have any questions. 

[stevebydac]

Thanks for the detailed explanation Kevin. But I'm still stuck, can you help one more time please...I have one expense on an August report and one on a September report that were not going through (and you explained why!). I changed them to Out-Of-Pocket. But now when I hit Submit Report for August I get a flag : "Error: You have unsubmitted company card transactions that exceed the age limit allowed by your company policy. These transactions must be submitted before this report can be submitted. If these transactions are already assigned to another unsubmitted report, it is listed below and must be submitted first. (September Expenses 09/01/2025)." The September expense gets the same message but at the end it references (August Expenses 08/0302025).  Thanks for helping out!

[KevinD]

@stevebydac I don't know what the limit is that your company set, usually somewhere between 45 and 90 days for overdue company card transactions. The rule prevents you from submitting any out of pocket expenses if you have outstanding card transactions. One thing not really clear in the message is that all overdue company card transactions must be entered on the same report and submitted before you can submit any out of pocket expenses. 

What you will need to do is create a brand new report. Name it something like Overdue Company Card Expenses or something similar. Then go into the August and September reports and find all the transactions that are over 30 days old. In the report you will see checkboxes next to each expense entry. This allows you to select multiple entries. So, select all entries over 30 days old, then click the Move button. You will see a couple of options appear, one of which will be the new report you created. Select the new report and all those selected transactions will move over. This will then put all the overdue transaction into one report. Once they are all moved, you can submit the report. Once submitted, you should then be able to submit the other reports with out of pocket expenses. 

Give this a try and let me know how it goes.

[stevebydac]

Hi Kevin, I had personal issues last week and was not able to follow up quickly on this. I di what you said (placed all Aug & Sept expenses on report named Overdue) but when I click submit I see "Error: You have unsubmitted company card transactions that exceed the age limit allowed by your company policy. These transactions must be submitted before this report can be submitted. If these transactions are already assigned to another unsubmitted report, it is listed below and must be submitted first. (October Expenses (10/01/2025))" So I then went to my October expenses, hit submit and see "Error: You have unsubmitted company card transactions that exceed the age limit allowed by your company policy. These transactions must be submitted before this report can be submitted. If these transactions are already assigned to another unsubmitted report, it is listed below and must be submitted first. (Overdue Company Card Expenses) " What is my next step please? Thanks again.