Process documentationCredit Card with Settlement via Employee's Bank Account

 

You use this process variant if your employees use a personal corporate credit card for which they are solely liable. Employees receive the credit card bill and pay it with funds from their personal bank account. You then reimburse the approved expenses to employees.

Prerequisites

To be able to use this credit card clearing process variant, the general prerequisites described in Credit Card Clearing must be met, as well as the following special requirements:

HR Master Data

  • You have to enter the credit card number of the employee's personal corporate credit card in infotype 0105 (Communication), subtype 0011 (Credit Card Number). The validity period for the infotype should be the same as the validity period for the credit card.

    SAP Easy Access: Start of the navigation path Travel Management Next navigation step Person-Related Master Data Next navigation step PRMD - Maintain End of the navigation path

  • You also need to communicate the personnel number to the credit card company and agree on a procedure for any future, ongoing modifications.

Customizing for Travel Management

In Customizing, you must have defined the expense types for individual receipts that are flagged as Reimburse to Employee and that are assigned to the transaction keys of your credit card company.

Customizing activity: Start of the navigation path Travel Expenses Next navigation step Master Data Next navigation step Credit Card Clearing Next navigation step Define Assignment Table for Credit Card Clearing End of the navigation path

Process

  • You provide all your employees with a corporate credit card to pay for their work-related expenses. They receive a monthly account statement (serves as an invoice) from the credit card company and have to settle the open items with their own personal funds within a certain period of time.

  • Your company has arranged a payment date with the credit card company that allows employees enough time to submit their expense reports and receive reimbursement, before they have to pay their credit card invoice themselves.

  • To enable employees to complete their expense reports as soon as possible, the company receives a credit card file containing the credit card transaction data on a daily (working day) basis. When the file is imported into SAP Travel Management, the system automatically assigns the credit card transactions to the employees. The employees assign the credit card transactions to their expense reports and provide any additional information required.

  • You, as a company, neither have to pay the employee any advances before the start of the trip nor (verify invoices) compare the planned and actual expenses. The employee completes this task for you. However, you must ensure that the expenses can be checked and reimbursed before payment of the credit card company's invoices is due (deadline for expenses).

The following figure provides an overview of this process.