Employee Reimbursements

This page of Product Settings is visible only when enabled by Concur.

The Employee Reimbursements page allows you to establish how your organization reimburses employees for expenses. The administrator can set default reimbursement methods with appropriate accounting information for employees that work in different countries or groups, or are reimbursed in different currencies. Payment Manager will batch process one transaction file for each currency according to the schedule you configure.

The default reimbursement method is applied to new users, but can be changed on the User Information page of Product Settings. Expense Pay clients may enter the funding bank account and contact information for the Expense Pay service on this page.

Cash Advance (if configured)

Administrators can also create a Cash Advance Reimbursement, if their company uses the Cash Advance feature. The Cash Advance Reimbursement creates a separate batch file containing only the cash advance transactions, and can have its own schedule and accounting information.

Whether or not the administrator creates a cash advance batch, the cash advance transactions will also appear in the regular reimbursement batches.

Example:

Let’s say you would like to use company checks to reimburse your UK employees in Pounds Sterling and Expense Pay to reimburse your US employees in US Dollars. Click New, then select United Kingdom, GBP, and Company Check in the payment method list. Select the desired schedule for your UK payment batches and enter the correct account codes on the Accounting tab. Next, click New, then select United States, USD, and Expense Pay in the payment method list. Enter your funding bank information in the window. Select the desired schedule for your US payment batches and enter the correct account codes on the Accounting tab.

In Payment Manager administrators will see these batches associated with these settings:

GBP: Employee Batch Paid by Company Check

USD: Employee Batch Paid by Expense Pay

When administrators create new users, selecting UK for the user’s Country and GBP for their Reimbursement Currency will cause the system to assign Company Check as their Reimbursement Method. When they select US for the user’s Country and USD for their Reimbursement Currency the system will assign Expense Pay as their Reimbursement Method.

Administrators can change the default Reimbursement Method to another eligible reimbursement method. For example, if there is a US employee to be paid by Company Check instead of Expense Pay, the administrator sets the Reimbursement Method for this employee to Company Check. Also, if a US employee is set to be reimbursed by Expense Pay but has not entered the bank information that is required, their payment demands automatically go into the Company Check batch. Once they have entered the required information, their payment demands begin to go into the Expense Pay batch.

To set your reimbursement process:

Click New Employee Reimbursement or New Cash Advance Reimbursement (if configured).

Fill in the following fields:

Field	Description
Which country are you setting the employee payment method for?	Select the country that the employees to be reimbursed work in. This should be the country whose taxation regulation applies to the employee.
Which currency do you plan to reimburse these employees with?	Select the currency that applies to the previously selected country.
Which payment method will you use to reimburse these employees?	Select the payment method for the previously selected country and currency. NOTE: When you edit a reimbursement method, you cannot edit this field; create a new reimbursement method instead.

Field

Description

Which country are you setting the employee payment method for?

Select the country that the employees to be reimbursed work in. This should be the country whose taxation regulation applies to the employee.

Which currency do you plan to reimburse these employees with?

Select the currency that applies to the previously selected country.

Which payment method will you use to reimburse these employees?

Select the payment method for the previously selected country and currency.

NOTE: When you edit a reimbursement method, you cannot edit this field; create a new reimbursement method instead.

Click Save. The Schedule and Accounting tabs appear.

Schedule

Definitions

Batch: A group of expenses.
Payment Demand: The collection of all payment requests for a single payee (such as an employee) for a report. A report with five expenses would have a single payment demand for the total of the expenses.

Batch scheduling is used to set the dates that a payment batch closes (preventing any new payment demands from being entered) and is processed. Payment Manager automatically closes the batches and creates the transaction file for the batch based on the schedule selected.

If you change the schedule once there is an open batch, the system waits until the current batch is completed (using the old schedule), then opens a new batch using the new schedule. Any reports that reach the Pending Payment status go into the current open batch.

To schedule the batch:

Fill in the fields:

Field	Description
On-Demand	The batch will remain open until you manually close it in Payment Manager.
Daily	The batch closes daily at the end of the day.
Weekly	The batch closes at the end of the day on the selected day(s) of the week.
Every other week	The batch closes at the end of the day on the selected day of the week, every other week. The administrator selects the weekday, and the batch closes on the second occurrence of that day. Example: On Monday, the administrator chooses the Every other week schedule and selects Thursday as the weekday. The next Thursday (3 days later) is the first occurrence of the weekday, and marks the end of the first week. The Thursday after that is when the batch closes for the first time.
Semi-Monthly – Days of Month	The batch closes at the end of the day on the two selected days of the month.
Monthly	The batch closes at the end of the day on the selected day of the month. NOTE: If you use Expense Pay, you can account for banking holidays by setting the Monthly option to six calendar days prior to your payment due date. These six calendar days will account for three banking days for processing plus three non-banking days for the weekend plus a bank holiday. If you set the day of the month six calendar days out, you may pay your card prior to the due date. If you choose this option you will avoid the need to modify the batch close date around bank holidays.

Select the desired dates if necessary.
Click Save.

To edit an existing funding account:

On the Employee Reimbursements page, double click the desired reimbursement method to modify.
In the Expense Pay Funding Account Details section, click Modify.
Make the necessary changes.
Click Save. The Employee Reimbursements page appears.

Accounting

The Accounting tab allows you to configure your accounting codes for each reimbursement method. The codes entered on this page will be included in the transaction export file for the reimbursement method.

To enter your account codes:

On the Accounting tab, enter the codes in the fields:

Field	Description
Liability Account Code	This is the accounting code that will appear in the transaction file "Payment Demand Company Cash Account Code" field for payments made with this reimbursement method. The Liability Account field may be used to record when expenses are incurred. Clients may use this field to capture a code that represents an offset account in the GL extract. This account code commonly represents the credit in the expense accounting entry. NOTE:This field only appears for ADP and Expense Pay reimbursement methods.
Cash Account Code	This is the accounting code that will appear in the transaction file "Payment Demand Company Cash Account Code" field for payments made with this reimbursement method. The Cash account field maybe used to record when expenses settle. Clients may use this field to capture offsets against transactions that directly impact the bank accounts. This account code commonly represents the credit in the payment accounting entry.

Field

Description

Liability Account Code

This is the accounting code that will appear in the transaction file "Payment Demand Company Cash Account Code" field for payments made with this reimbursement method. The Liability Account field may be used to record when expenses are incurred. Clients may use this field to capture a code that represents an offset account in the GL extract. This account code commonly represents the credit in the expense accounting entry.

NOTE:This field only appears for ADP and Expense Pay reimbursement methods.

Cash Account Code

This is the accounting code that will appear in the transaction file "Payment Demand Company Cash Account Code" field for payments made with this reimbursement method. The Cash account field maybe used to record when expenses settle. Clients may use this field to capture offsets against transactions that directly impact the bank accounts. This account code commonly represents the credit in the payment accounting entry.

Click Save.

QuickBooks Clients

QuickBooks Desktop and QuickBooks Online clients see a field labeled QuickBooks Liability Account Code on the Accounting tab. They also see a field to set their expense transaction type.

The How do you want our transactions to appear in QuickBooks? field allows you to choose whether the transactions in your IIF file will be imported into QuickBooks as Bills or or Credit Card Charge entries. Depending on the selection, you may see the Cash Account Code field as well.

Using the Bill Posting Date field, allows admins to configure the date that Concur will use when posting bills in QuickBooks.

QuickBooks Web Connector Clients

QuickBooks Web Connector clients will see a field labeled QuickBooks Liability Account Code on the Accounting tab. The Account Liability field is already prepopulated; just select the desired account code.

The How do you want our transactions to appear in QuickBooks? field allows you to choose whether the transactions will be imported into QuickBooks as Bill or or Credit Card Charge entries. Depending on the selection, you may see the Cash Account Code field as well.

Using the Bill Posting Date field, allows admins to configure the date that Concur will use when posting bills in QuickBooks.

ADP Payroll

The ADP Payroll reimbursement method is available only when USD or CAD is selected as the currency.

If you select ADP Payroll, the following features will be activated:

Three additional ADP fields appear on the User Information page.
Payment batches generate an ADP EPIP file and a .CSV file when they are closed.

Two additional reimbursement method batches, for Company Check, are created to capture any payments for users or company cards that are not configured to use ADP. These payment batches are set to the On-Demand batch schedule.

Expense Pay by Concur

If you have purchased Expense Pay by Concur, you will see this as a choice for reimbursement method when the country is supported by Expense Pay. For more information about Expense Pay, including country-specific funding account fields, use the related links at the end of this topic.

When Expense Pay is selected as the reimbursement method, the Funding Account tab appears. This funding account is used to reimburse users.

To enter a new funding account:

On the Employee Reimbursements page, click New.
Select a supported country and currency, then select Expense Pay by Concur. The Funding Account window appears.
Fill in the required fields.

Note

For country-specific information, use the related links at the end of this topic.
Click Save. The Schedule tab appears. The status of the new account will be set to "Unconfirmed" while the Expense Payment Engine verifies the account details. Refer to the Schedule section above for more information.