For those of you who use company credit cards for your expenses, it is quite common for companies to have a rule set up that prevents users from submitting expense reports (especially reports with cash/out of pocket expenses) if the user has company card transactions that exceed a specified number of days. These are also referred to as Out of Policy transactions. The rule varies from company to company as far the amount of days, but some of the most common time frames are anywhere from 45 days to 120 days.
You will need to reconcile or submit these expenses before you can submit any other reports. It is important to note that all company card transactions that exceed the specified number of days must be on the same report and cannot be combined with transactions that do not meet the "older than" criteria.
To reconcile out of policy transactions:
- Sign in to your SAP Concur profile.
- In the upper-left corner near the SAP Concur logo, click Home.
- From the Home drop down, select Expense under Applications.
- On the Manage Expenses screen, you will see all open reports. Check these reports to see if they contain any company card transactions that are out of policy.
- Delete all out of policy transactions from their current report. This will place the transactions into your Available Expenses list.
- From the Available Expenses list, use the checkboxes to select all out of policy transactions.
- Click the Move to button.
- Select New Report from the Move to drop down.
- On the Create New Report window name your report so that it is clear you are reconciling older transactions. For example: "Reconciliation Report for Transactions Older Than XX Days".
- Fill out any other required fields on the Create New Report window.
- Click Create Report.
- All out of policy transactions will be added to the report.
- Provide all additional required information for each entry.
- When providing additional required information, be sure to check the Personal Expense (do not reimburse) checkbox as these expenses have most likely already been paid.*
- Marking these transactions as personal removes any receipt requirements.
- Once all required information for each entry has been provided and saved, click Submit Report.
*If you are not sure if these transactions have been paid, confer with someone from either your Finance, Accounting or Payroll department before submitting the report.
Note: If at any time during this process you are unsure about something, we recommend speaking with your direct manager or someone in Finance, Accounting or Payroll.
