Risk of Employees Got Paid for Company Paid Expenses

[Felix]

Hello,

Is there any way we can detect if an employee has changed the payment type of an expense from Company Paid to Out-Of-Pocket?

The risk is that expense users can change the payment type from Company Paid to Out-Of-Pocket, submit expenses and actually get reimbursed for that. When the expense report is reviewed by accountants, we cannot ensure to always detect the error because sometimes there's no payment info on the receipt.

To track changes like this, the first thing comes to me is reporting, but from what I know in Cognos Reporting, we do not have data access to this level.

I assume e-receipts and itineraries from Travel agency and other apps are default as Company Paid. (please correct me if I'm wrong on this) Therefore, we cannot make that field unchangable because employees need to change it when it's not correct.

Any idea how we can detect such action and avoid this?

Thanks,

Felix

[cesnjuli]

Hi Felix,

At least e-receipts (not sure about itineraries, but I assume it's the same) can have 3 statuses as far as I know.

1. Pending credit card transaction -  automatically assigned to e-receipt if there is a corporate credit card maintained in employee profile.

2. Company paid transaction - After the match of e-receipt with credit card transaction this is automatically changed from pending credit card transaction

3. Cash/Out-of-pocket - set by default if there is no corporate credit card maintained in employee profile or if it's changed manually from pending credit card transaction to Cash.

In my previous project we decided to implement audit rule preventing payment type change from Pending Credit card transaction to Cash. As a result employees were not allowed to submit e-receipt as cash and they had to create new expense line if that was really cash transaction. That's how company solved accidental fraud problem, but obviously that was not the most convenient way for the employee. As far as I know there is no audit trail on payment type change, so the only option is to control that with audit rules..

[jmartins]

Hi @cesnjuli ,

Just wondering how did you managed to:

1. Set the Payment type as "Pending Credit Card Transaction" only for employees who have a credit card maintained in their profile.
2. Set the Payment type as "Cash" for those employees who do not have corporate credit card assigned to their profile.

I had a chat with Concur support about. The response was that we cannot created that logic. So, if we want to set Payment type as Pending Credit Card  as default payment type, it will be applicable for both Credit Card Holders and non holders.

Appreciate your help.

[DeanR]

@jmartins 

I think you should ask to speak to another support person because the logic you're requesting is standard behaviour, as far as I know.  We only recently asked them to enable Pending Card Transaction and to make it the default payment type, at the same time as we enabled ExpenseIt.  This is relevant as it prevents expenses created through ExpenseIt to be submitted until matched to a card transaction. 

For our non-cardholders the default is Cash.  We didn't specifically ask for that; it was just the standard behaviour as explained to us and supported by Knowledge Articles - search the Support portal for the article "What is the 'Pending Card Transaction' payment type used for?"

[cesnjuli]

Hi Juliano,

It should be standard behaviour if you have Professional or Premium (not sure about Concur standard). 

Moreover that card on employee profile should be used to import credit card transactions (recognized as "Corporate"). If it's personal card, then defaut will remain "Cash".

Kr,

Julius

[KevinD]

Cognos reporting can show the payment type entered by the employee. The data item is found in Expense>Common Used Fields. It is labeled Payment Type. 

I hope this helps.

Kevin

[PDENS]

Our settings in Concur do not allow an employee/user to change the payment type from Card to Cash. If it is a charge the Payment type field is grayed out so it cannot be changed or updated.

Pre Dalal

[cesnjuli]

So has anyone clarified how it works with itineraries?

[DCormier]

Our Corporate Card transactions feed directly into Concur through a nightly extract and employees cannot change the payment type. The only problem we have sometimes if the employees jumps the gun and tries to expense the item before the card transaction is available in Concur.  

[SandraA]

There is a great risk of employees getting paid for card purchases.     But like others have said it's not because they can change the payment type.   Our payment types are locked so they cannot change to or from Corp Card.

But that doesn't stop them from entering the charge on a new line where it is automatically  cash.   This happens most often with e-receipts and mobile receipts.   But it can just as easily happen from their using their own uploaded receipt.    Unfortunately employees just don't "get" that the way the charge imports is crucial for correct accounting.    And after all - 98% of them are not accountants so why would they?

We hope the NUI will help a bit.  Getting card transactions loaded more quickly would also be a big help.

[e104304]

I don't have a corporate card and don't have any plans to use one.   How can I set the default to Out of Pocket so I don't get exception / issues with every one of my expenses?

[KevinD]

Unless your company has changed the setting, which is uncommon, when you create a new expense report your expenses will default to payment type Out of Pocket or Cash or some variance of that. When a new report is created, you should see a list of all your company's active expense types on the right-hand side of your screen. When you click on an expense type to add it to your report, check the Payment Type field. It should have whatever your company's name for out of pocket expenses is. If it doesn't, it might say something like Company Paid or Pending Card Transaction. The Payment Type field is a field you can edit, so simply change the payment type to the out of pocket payment type. 

If you see Company Paid or Pending Card Transaction when you create a new expense, then your company has made this the default and only an administrator can change the default. Most customers I work with have the default payment type for new expenses as Out of Pocket, but I occasionally see some customers with Company Paid. Unfortunately the default payment type is a global setting and cannot be changed on an individual basis. 

I hope this helps.

Kevin

[rtaylor]

We do not have corporate cards issued to employee as they each use their own personal cards.  The default payment type in Concur Expense has been "Cash" but now that we implemented Concur Travel a few months ago I am seeing a few of the expenses that come from Concur Travel populating with the payment type of "Company Paid."  Is this a configuration setting somewhere in Concur Travel or Concur Expense that I need to update?  How do I prevent the "Company Paid" payment type? 

Please help so I can reimburse my employees timely without having to return their expense items to correct the payment type.