Submit expense for one of my employees

[alexismap]

I sent to a training one of my employees, the employee doesn't have a company credit card, the employee paid with his own money the rental car and food, now I need to submit the expense to reimburse his money.  What should I do?

[KevinD]

@alexismap This is what I would highly recommend and what I believe is the best answer. 

You should have your company's SAP Concur Site Administrator set up a Concur profile for this person and then have them submit their own expenses. This is the safest and most compliant way to make sure there are no appearances of impropriety. 

Now, since this employee might not be someone who will be incurring business expenses again for a long time, you could reach out to your Finance/Accounting team to ask them if there is some sort of process for getting this person reimbursed. Your company may have something in place for these one-off type situations. 

[samasuraj]

Hi alexismap

Please try the below. Hope it helps.

In SAP Concur Expense, you can submit expenses on behalf of an employee who attended training and personally paid for a rental car and meals. The correct process is generally to use Expense Delegate access and record the charges as Out-of-Pocket expenses.
Because the employee paid personally, the reimbursement should go to the employee, not to you or a company credit card.

You can submit the employee’s rental car and meal expenses in SAP Concur Expense using Expense Delegate access.

Steps to reimburse the employee:

1. Delegate Access: Ask the employee or Concur Administrator to assign you as an Expense Delegate under

   Profile → Profile Settings → Expense Delegates.

2. Select Employee: Log in to Concur and select Act as Another User to access the employee’s expense account.

3. Create Report: Navigate to Expense → Create New Report and enter Training Travel Reimbursement.

4. Add Expenses: Enter rental car and eligible meal expenses separately, selecting Out of Pocket / Cash as the payment type.

5. Attach Receipts: Upload rental car and meal receipts and include the training business purpose.

6. Submit Report: Save the report. The employee may need to submit it personally, depending on company delegation permissions.

7. Reimbursement: Once approved and processed, payment goes directly to the employee.

Important: The employee does not need a company credit card, but generally needs an active SAP Concur Expense account.

Meal reimbursement must follow company policy, including any per diem rules.

If the employee does not have a Concur account, contact your Concur Administrator to arrange access or an alternative reimbursement process.

Thanks & Regards

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Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant