It captures all itemizations, allocations, comments, and all of our custom cost tracking fields for each transaction. Through a process, we combine the info in those four reports and it generates an accurate capture of the coding applied to the charges. Shortly after the due date (2 or 3 days, because we like to be gracious - haha), we run four custom reports built in Analysis that returns all of the data for the corporate credit card transactions made within the billing cycle. The first measure is that their coding is not guaranteed to hit the General Ledger correctly. We have two measures in place to discourage late submissions, one is almost subtle and doesn't directly impact the employee right away, and the other is more overt and does. Many of our employees do these as soon as they can - which is very helpful - but many do not. Hey a guarantee that the users will submit on time would be great! We have no such guarantee, but we do have some processes in place to help encourage our employees to get things done on time.įirstly, reconciliations for our almost 900 cardholders are due around the 5th of the following month, but they can submit them any time after the billing cycle has ended. Headache! Do you have any effective punishment for a late submission of the credit card expense report in your company?Īppreciated if you can share some insights! With that difficulty exists, I am curious for how your company guarantees that these users submit their expenses on time? I see credit card users from my company delay their submissions for various reasons. With those rules applied, it kind of increases the difficulty of submitting a credit card expense report. Pretty strict rules compared to my company! Reading your post, I see your company set up some real rules for users using a company credit card, like one report per month with only transactions within the period and the total amount matched to the PDF billing statement. I give you my first comment in this community! Hi Josh - I'm very glad to see such a detailed sharing of how your company use Concur expense. We ask them to attach a PDF of the bank statement to their report so as to match up the total on it to the Concur report total. For instance, if the bank has a billing cycle from May 25th through June 24th, the user should submit a report with only the transactions that post within that period. This way, no user should be submitting more than two reports in a given the users who only use a company credit card, we advise them to submit only one report per month, keeping in line with billing cycles. Again, following the credit card billing cycle, and just grouping all reimbursements into another report for the whole month. We've had users submit reports for as little as $2 in the past ($2!), and had to, again, re-steer their understanding of how the tool worked in our organization.įor users who submit both company credit card and reimbursement reports, we advise them to just submit one of each report each month. We also suggest a minimum of $50 for each report, as we do everything we can to reduce our number of reports submitted each month. Mostly this was a perception issue that employees had from a previously held job and the process they were used to there. We've had users submit multiple reimbursement reports within a short time frame, and we had to have a training that explained submitting multiple reports does not shorten the time it takes to receive reimbursement. Because we get paid (essentially) twice a month, the reimbursement report frequency reflects that. We batch out the reports every two weeks and send them to be paid on the payroll dates. For us, we get reimbursed through our payroll provider, and any reimbursements show up on users' bi-weekly paychecks. We ask them to attach a PDF of the bank statement to their report so as to match up the total on it to the Concur report total.įor users who only submit reimbursement reports, we want to be sensitive to payment schedules and get them their reimbursements in a timely manner, which is why we advise no more than two. Company credit card and reimbursement usersįor the users who only use a company credit card, we advise them to submit only one report per month, keeping in line with billing cycles. We have three types of employees in this regard: Hi my company, we advise all users to submit no more than two reports a month.
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