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.
Where the offsets option really makes the most difference is in the SAE, which is what has the GL postings in it.
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.
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.
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....
Bennington - Do you ever take the personal repayment from payroll? Are you aware of any legal issues that would prevent you from doing that?
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.
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.
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.
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.
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.
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?
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.
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.
Hi DCCormier, a possible approach could be:
I hope this helps
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.
Hello, May i ask what process do you use to notify the employee they have a balance owed back to the Company? We spend a lot of manual time sending emails trying to collect the funds back from the employee. Thank you
I know this thread is old, but we had a lot of trouble with this process prior to Concur (manual, check chasing, etc etc), so I thought I would comment for anyone who is searching this particular topic as well.
Similar to others on this thread, we instruct employees to mark their expenses as personal charges on the report (we renamed our expense type to "Personal Expense on [Company] Credit Card" for clarity) and they net against any out of pocket expenses that the employee has. We have our own payroll department so our out of pocket reimbursements are paid through our Finance department in my building, so if there happens to be only a personal expense or if the personal expense is more than the out of pocket reimbursement, it is taken out of their payroll.
We do have a company cardholder agreement that we require all employees to sign prior to ordering a company credit card (CB/CP). This agreement indicates that all expenses marked as personal will be deducted from payroll so the process can be automated now with our Concur reporting and the prior consent for payroll deduction.
I hope this helps someone out there!