cancel
Showing results for 
Search instead for 
Did you mean: 
DCormier
Occasional Member - Level 2

Company Reimbursement for Personal Charge on CBCP Card

How is everyone handling company reimbursement for personal charges that get placed on a company bill company paid corporate card?  We have very few instances of this since employees are not allowed to use card for personal expenses however occasionally it does happen and I end up having to chase down the employee for reimbursement. I would like to automate the process somehow.

38 REPLIES 38
GrantC
SAP Concur Employee
SAP Concur Employee

Hi Tracey,

Where the offsets option really makes the most difference is in the SAE, which is what has the GL postings in it.

 

Grant Chase - Sr. Training Consultant - SAP Learning
chrisboth
Occasional Member - Level 2

Hi Grant,

Are offsets supported in the ICS native integration and is the offset configuraton required for balance carry forward?

 

Thanks,

 

Chris

GrantC
SAP Concur Employee
SAP Concur Employee

Hi Chris,

Unfortunately, I am not familiar enough with the integration to answer the first question with confidence.

The offset configuration is not required for balance carry forward.

 

Grant Chase - Sr. Training Consultant - SAP Learning
ljackson
Occasional Member - Level 3

Nice- Is Balance Carried Foward new?

KayPellack
Occasional Member - Level 3

We use Company Bill Statements to process our CBCP program, and when we set that up in Concur, we decided to create an expense type for 'accidental personal use'. When used, the employees sees an informational message (set as an audit rule) telling them to send a check for the personal amount, made out to the company, to Accounts Receiveable. It also reminds them that personal usage is against policy and should not be repeated. The GL account behind the expense type is an employee receiveable account.

We can audit once a quarter to ensure we've received all the reimbusements for personal charges, and follow up with any that are missing. Accounts Receivable will code the reimbursement to the same employee receivable account.

Our pre-Company Bill Statements process (prior to Concur) was very manual and much more time-consuming. So although we didn't like the tacit acceptance of personal charges that the use of an expense type might suggest, we have not noticed any uptick in the number of accidental personal charges.

Bennington
Occasional Member - Level 3

Hi,

 

On the rare occasions where someone uses their CBCP card for personal use, our Finance team will send them an email asking for the money to be transfered to the company.

However, we do also have it in our credit card policy (signed by each user when the accept a company credit card) that in the event that they use the card for personal use, the company has the right to withold that amount from their salary payment as reimbursement.

This "threat" helps employees think twice about using the comapny card for personal items, and ensures they are quick to repay the company if they do....

Cheers,

Dave

SandraA
Routine Member - Level 2

Bennington - Do  you ever take the personal repayment from payroll?  Are you aware of any legal issues that would prevent you from doing that?

 

Sandra

Sandra Ahola
T-Mobile
Senior Analyst Travel, Card & Expense
US
https://www.linkedin.com/in/sandra-ahola-4704553/
clayw1963
Occasional Member - Level 3

Sandra,

Our company was doing that and our legal team made us stop the process.  Our concur reimbursements are seperate from payroll so it was always after the fact.  They never stated the reason but told us it had to stop immediately.

 

Clay Wilson

 

Clay Wilson
PaulineS
Occasional Member - Level 2

Our expense imports to our Finance system for Corporate Credit Card charges are posted separately from Out-of-pocket expenses, and therefore we cannot offset against employee reimbursements. Any private credit card transactions are mapped to a suspense account, and the import automatically posts the personal credit card transactions to this account.

We request the employee to select the `Personal Expense' option on the credt card expense (if proportionately private, then the expense should be itemised), and provide the bank details to make an online transfer and ask that the bank confirmation be attached to the expense prior to submitting. This way, we can manage the collection of funds upfront, minimising the administration of fund collection after the fact. We request that the transfer reference contain the suspense account number so that it can be coded to the account from the bank account.

The personal credit card suspense account can then be monitored for any variances, but ideally if the process is followed, there should only be timing differences between the receipt of payment and the processing of the expense claim.

ScrivnerBob
Occasional Member - Level 2

We have the cardholder expense that line as "personal" then we find ourselves chasing them for payment too.   

GKTammy
Occasional Member - Level 2

We have a seperate expense type for the user to record these transactions on and have set up a seperate control account to post these amounts to. This enables us to recover the money from the employees.

ntrosky
Occasional Member - Level 1

When an employee incurs a personal expense on their CBCP card that amount is loaded to their vendor card in Navision as a balance due to the company. We also have a Concur rule setup so that a message with instructions on submitting payment appears when they tick the box to indicate it is a personal expense.

In addition, we also have a monthly Business Intelligence report scheduled that sends out employee statements showing outstanding balances due company. From there we also have an escalation process as the balances begin to age.

frame
Occasional Member - Level 2

Hello,

We have enabled the Balance Due feature (assigned in Policy).  When a cardholder owes the university, a tracking record is set up in the cash advance module.  This allows us to create custom email reminders to notify our cardholders that they owe the university.  These tracking records are set up once the report is extracted for payment. 

In addition, we set up an e-market with our ecommerce vendor where cardholders may repay the university using his/her personal debit or credit card.  This has been very well received.  When a cardholder marks a transaction as a personal expense in Concur, an audit rule populates with the URL for this repayment site.  We also have a link on our home page in Company Notes that will take a cardholder directly to the site.

We unfortunately do have a lot of personal expenses on our card, but they are efficiently repayed.

Thanks,
Jennifer

rudzinski
Occasional Member - Level 1

Hi Jennifer

We actually met at Fusion 2017 (Chicago) and I, like many, am struggling with our inadvertent repayment process. Due to our size, we're legally limited to how we can ask for repayment. However, I noticed in your note below, and from an earlier conversation that your audit rule contains a URL for users to click and navigate to repayment. Maybe a silly question, but how did you embed a URL into your audit rule exception?

Thanks,
Caitlin

bishop
Occasional Member - Level 2

Im having this issue now and want to run a report that shows possible duplicate charges, i.e. employees that submit a report for $50 pcard or corporate card charge and $50 OOP for the exact same charge with the same vendor. How are you finding these employees? I was extracting data and using Excel but now want to use Report and Query Studio if possible.

KevinD
Community Manager
Community Manager

Possible duplicate expenses are flagged automatically in SAP Concur which is shown by a yellow exception message. Each exception has an exception code tied to it. You can build a report in Query or Report studio to show expenses that have this duplicate expense exception code. Or, if you want to make things even easier, you could just use the Duplicate Expense Items report found in Public Folders>Intelligence Standard Reports>Fraud. 

 

Kevin


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.
paulolima
Occasional Member - Level 1

Hi DCCormier, a possible approach could be:

  • I guess you might have the "Personal Expense" button in your form allowing for the user to flag the transaction as personal
  • You could also create an E-Mail Reminder (or a Cognos Report) to notify the user, or hers/his manager, or someone else about "forgotten" CC transactions - means transaction date older than ...
  • Finally, if you have an automatic interface with the AP/GL systems, it is important to check if they are prepared to process this type of transaction: amount <0 or a credit to the company (specific vendor code) , what typically requires an specific posting key to be available in these systems

I hope this helps

mrcperk05
New Member - Level 1

I am trying to find out how once the credit is created to the Employee/vendor in AP and the the employee has paid us back what your process is to clear the credit in AP.  

Please advise 

thank  you

marilyn