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stevem
Occasional Member - Level 1

Available expense

I have an expense available however I have already submitted an expense report with it on there that has been approved and paid for. I cannot remove the available expense even by selecting it. All it allows me to do is add it to a new report. It's a duplicate that I cannot remove. Even if I create a new report and delete it, it's still there and not emailing my manager about an unsubmitted report. Any suggestions?!

1 Solution
Solution
KevinD
Community Manager
Community Manager

@stevem okay, so I looked at your account and this expense technically was not a duplicate. The entry in question was purchased on your corporate card and should have been submitted on an expense report. You created what we refer to as an out of pocket expense for the hotel which you submitted. Basically, by submitting it this way, you told your company that you paid for this hotel out of your own pocket and that you should be reimbursed for it. However, that isn't the case because we can see the transaction as a corporate card transaction. The reason you cannot delete it is because your company has disallowed deleting corp card transactions to force employees to submit all corp card transactions. 

 

What you need to do to get rid of this item, is add it to your next expense report and use the checkbox that says "Personal Expense (do not reimburse). Then use the Comment field to explain that you already submitted as out of pocket. 

 

If you received the funds for this hotel expense, you want to make sure and check your corp card statement to see if you need to make a payment to ensure there isn't an outstanding balance. I've provided a screenshot below. Whenever you see an item that looks like the highlighted icon, that must be added to a report. So, in the future, if you know you paid for a hotel, meal or any other business expense with your corporate card, just know you need to wait for the item to upload into your SAP Concur account so you can add it to an expense report. 

 

Let me know if you have any questions. 

 

KevinD_0-1656434002654.png

 


Thank you,
Kevin Dorsey
SAP Concur Community Manager
Did this response answer your question? Be sure to select “Accept as Solution” so your fellow community members can be helped by it as well.

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2 REPLIES 2
Solution
KevinD
Community Manager
Community Manager

@stevem okay, so I looked at your account and this expense technically was not a duplicate. The entry in question was purchased on your corporate card and should have been submitted on an expense report. You created what we refer to as an out of pocket expense for the hotel which you submitted. Basically, by submitting it this way, you told your company that you paid for this hotel out of your own pocket and that you should be reimbursed for it. However, that isn't the case because we can see the transaction as a corporate card transaction. The reason you cannot delete it is because your company has disallowed deleting corp card transactions to force employees to submit all corp card transactions. 

 

What you need to do to get rid of this item, is add it to your next expense report and use the checkbox that says "Personal Expense (do not reimburse). Then use the Comment field to explain that you already submitted as out of pocket. 

 

If you received the funds for this hotel expense, you want to make sure and check your corp card statement to see if you need to make a payment to ensure there isn't an outstanding balance. I've provided a screenshot below. Whenever you see an item that looks like the highlighted icon, that must be added to a report. So, in the future, if you know you paid for a hotel, meal or any other business expense with your corporate card, just know you need to wait for the item to upload into your SAP Concur account so you can add it to an expense report. 

 

Let me know if you have any questions. 

 

KevinD_0-1656434002654.png

 


Thank you,
Kevin Dorsey
SAP Concur Community Manager
Did this response answer your question? Be sure to select “Accept as Solution” so your fellow community members can be helped by it as well.
stevem
Occasional Member - Level 1

Thanks for the detailed explanation! I must have added it as a new expense not realising it was already imported. I've checked my corp card and the amount has been posted. I've created a new report for an expense I had last week and successfully added it to that report as a personal expense. Thanks for your help!