That is a great question. If you are waiting to receive a reimbursement for business expenses you paid for on your personal credit (also referred to as Cash or Out of Pocket) or are waiting for your corporate credit card to be paid by SAP Concur, let me provide some explanation.
While SAP Concur has a payment service called Global Pay, the funds for reimbursement come from your company, not from SAP Concur. The Global Pay feature pulls funds from your company's funding account. The timeframe for when Global Pay pulls funds is determined by your company, not SAP Concur. While SAP Concur's Global Pay feature makes the payments to employees or company card providers, it does so based on what is called the batch close date, which is determined by your company. Some companies close batches each day while others might close their batches once a week or once every two weeks. It varies from company to company.
In addition to the scheduled batch close date, your reimbursement will also be determined based on when you submit your expense report and when your report has gone through the entire approval process. So, while technically SAP Concur makes reimbursement payments through the Global Pay feature, the payment is triggered by your report being fully approved and the close date of the batch. Once the batch is closed, you should receive payment within about three business days.
Does the three business day timeframe mean you will be reimbursed in about three business days from when you submit your report? No, it does not. As mentioned, your report will need to go through the entire approval process first. Let me provide some examples for reference.
Example 1: User submits their expense report on a Monday. The report is fully approved by Tuesday. The company has batches set to close every day. User should receive reimbursement by either Friday or Monday depending on if final approval took place before or after that day's batch closed.
Example 2: User submits their expense report on a Monday. The report is fully approved by Thursday. The company has batches set to close every day. User should receive reimbursement by either Tuesday or Wednesday of the following week, depending on if final approval took place before or after that day's batch closed.
Example 3: User submits their expense report on Monday. Report is fully approve by Tuesday. The company has batches set to close every Friday. User should receive funds by Wednesday or Thursday of the following week. depending on if final approval took place before or after that day's batch closed.
What you likely do not know is how often your company has scheduled batches to close. You can reach out to either your Finance, Accounting or Payroll department to ascertain this information.
Important: For those reading this article and wondering if your company uses our Global Pay feature, if you entered your bank information into your SAP Concur profile under Expense Settings>Bank Information, your company uses the feature. If you were not required to provide your bank information in SAP Concur, then your company uses an internal process to make reimbursements. The reimbursement payment timeframe will vary, but likely will follow a schedule similar to when you receive your paychecks.
