credit card expense

[sharsky]

as instructed by my BSL. i used the company credit card to pay UPS for an asset recovery pick through the UHG box program. i received an email to log into Concur to submit the transaction to avoid delinquency fees or loss of charging privileges.  when i log into Concur, the expense is there but i am at a loss at what to do next.  I do not have a receipt from UPS. I only have the email from the Asset Management Company verifying the pick up request. Can someone advise what my next steps should be? Thank you. 

[KevinD]

@sharsky when you are signed in to SAP Concur, look for a tile on the home page that says Create an Expense Report. Click this and on the next screen that appears, fill out all the details. Click Create Report when done. When the report is created, click Add New Expense. Select the available expenses option and you should see the UPS charge. Select it to add to your report.

As for the no receipt, there isn't anything I can do about that. I would contact UPS to see if they can send you something. If they do, make sure it is in either pdf, jpg, png, or tif format. Save the receipt. Go back to your expense report, open the expense you added and use the right hand panel to upload the receipt you saved.

If you cannot obtain a copy of the receipt, then I suggest speaking with your direct manager on what to do.

[samasuraj]

Hi sharsky

Please try the below. Hope it helps.

Since the UPS charge is already showing in SAP Concur, you are partway through the process. Your next step is to assign that company credit card transaction to an expense report, provide the business purpose, and attach the documentation you have.

You do not need to pay UPS again, and you should not submit the charge as an out-of-pocket reimbursement.

Step-by-step instructions

1. Log in to SAP Concur and open Expense → Available Expenses (or Manage Expenses).
2. Locate the UPS corporate credit card transaction.
3. Select the transaction and choose Move to Report or Add to Report. If you don't have an existing report, select Create New Report.
4. Enter a report name such as UPS – UHG Asset Recovery Pickup.
5. Open the UPS expense and complete any required fields:
• Expense Type: Shipping, Courier, Postage, or another company-approved category.
• Business Purpose: UPS pickup for UHG asset recovery through the UHG Box Program, as instructed by BSL.
• Payment Type: Company Credit Card (should normally be populated automatically).
• Amount: Keep the imported card transaction amount.
6. Attach the email from the Asset Management Company confirming the pickup request, if Concur accepts it.
7. Review any receipt or policy exceptions and submit the expense report if all required information is complete.

What to do if you don't have a UPS receipt

Your Asset Management email is useful supporting documentation, but it may not satisfy UHG's receipt requirement because it confirms the pickup request rather than necessarily confirming payment.

I recommend:

1. Ask UPS for a payment receipt or paid invoice using the transaction date and amount.
2. Keep the Asset Management email and your BSL's authorization.
3. If a UPS receipt cannot be obtained, check whether Concur offers Manage Receipts → Missing Receipt Declaration. This allows an employee to certify an expense when the receipt is unavailable, but only if the employer has enabled the feature.
4. If that option is unavailable, contact your UHG Expense/Card Administrator and ask whether the Asset Management confirmation email can be accepted or whether another document is required.

Because you have received a delinquency warning, contact the administrator promptly if the receipt requirement prevents submission. Do not wait until the deadline passes.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant