Personal expenses to be auto excluded in an email reminder for unsubmitted transactions

[Rabarquez]

Hi there,

Just wanted to know if who can share their best practices in dealing with personal use in a company credit card to be excluded on the email reminder for unsubmitted credit card transactions?

What I am currently doing is that I am adding the user ID's of those users with personal expenses in the email reminder rule which defeat the purpose of the email reminder.

Many thanks,

Rhea

[rohanpatil]

Hello @Rabarquez 

I am curious to understand how you identify the unsubmitted transactions in email reminders. Understanding the current conditions can potentially help suggest how you could exclude personal transactions.

[Rabarquez]

Hi @rohanpatil , I am still exploring some best practices here in the forum to exclude the personal expense in an email reminder. As of now, I am only excluding the user and that also excludes all users' expenses.

Mabuhay,

Rhea

[rohanpatil]

Hi @Rabarquez 

I am unsure why you would complicate the setup. I think I am thinking the same as @KevinD  as establishing such a process will lead to a need to have other maintenance processes.

My suggestion is that users should be encouraged to report personal transactions as soon as possible. Also, you can add a line in the reminder stating that users can ignore any transactions marked as personal. Another alternative is that you send reminders for unassigned transactions only and use Intelligence to review aged transactions that are assigned to an unsubmitted report. Depending on the kind of liability you have, this may also be sustainable. Hope this helps.

[Rabarquez]

Hi @rohanpatil , Thank you for sharing your thoughts! 😊

[KevinD]

@Rabarquez I'm not clear on something you mentioned. You said you are currently adding the user IDs of those with personal expenses. How do you know who has personal expenses if they have not been submitted? Did I misunderstand this statement? Wouldn't you need to to then update the rule on a regular basis since those with personal expenses can change from day to day?

Are you not wanting those card transactions to be shown in the list of records in the email or are you looking to do something else?

[Rabarquez]

Hi @KevinD, I am looking for any best practices. As of now, we have an email reminder for unsubmitted transactions. Once the user receives the email, they will reach out to me and request to be excluded with a reason that the transactions of more than 15 days will be submitted as personal expenses.

Since transactions are considered as personal expenses submitted in a report. Is there another way for users to tag the transaction as personal expenses while it is in the available expenses pane?

Many thanks

Yhang

[KevinD]

@Rabarquez No, they cannot. Users can only mark company card transactions as personal if they are added to a report. 

My question to you is why are your employees making personal purchases on their company card? I hope you don't say that they "accidentally" use the wrong card. 🙂

[Rabarquez]

@KevinD , ohh! How did you know? I guess that is the standard reason? 😁 Unfortunately, yes, that is what they mostly say. 

We are making ways (which I'm not sure if there is) to lessen the reconciliation of the expenses due to personal purchases. They may mark the expense upon submission as personal purchases, but we still need to chase the user once we do our reconciliation to pay those personal purchases and that is what I want to prevent as 1. it takes time to reconciliate each users personal expenses and 2. to minimize the "I accidentally" used the card.

Many thanks,

Yhang

[KevinD · Accepted solution]

@Rabarquez How did I know? I've worked at SAP Concur for over 15 years. I've heard it all. LOL.

What some customers do to prevent chasing down employees is set up their corporate card to apply offsets. That way if a user marks a company card transaction as personal and they have out of pocket expenses on the same report, the system deducts the amount of the personal card transaction from what is "due to the employee" therefore paying back the company. However, this would be used if your card program is set up as Company Billed/Company Paid. 

Maybe some others can suggest the best ways to track down employees who have company card transactions marked as personal. 

The other option for repeat offenders is to simply shut off their card and make them use their personal credit cards for expenses. If there isn't any sort of consequence, they will simply keep doing it. 

[Rabarquez]

Thanks @KevinD , this is a great suggestion. 😊 

Please bear with me as I will be mostly on every forum. So, you will be seeing my questions often. 😁

Have a great day!

Many thanks,

Rhea

[KevinD]

@Rabarquez Well, you will probably be seeing me more than I see you. 🙂 I'm here every weekday.