Credit Card with Settlement via Employee's Bank Account (SAP Library

Credit Card with Settlement via Employee's Bank Account

Purpose

You use this process variant when your employees use personal corporate credit cards with employee liability. The employee receives the credit card bill for their own expenses and pays this bill using their own personal bank account. You then reimburse the approved travel expenses to the employee.

Prerequisites

To be able to use this credit card clearing process variant, you need to make sure that you have met the general prerequisites listed in Credit Card Clearing as well as those listed below:

HR Master Data

You must 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.
Travel Management ->Environment -> Maintain Master data
You must also communicate the personnel number to the credit card company and negotiate a procedure for undertaking/communicating any future modifications.

Travel Management Customizing

You need to set up travel expense types for individual receipts in Customizing. These expense types need to include the setting To be reimbursed to employee, and they also need to be assigned to the transaction key for the relevant credit card company.
Activity: Define assignment table for credit card clearing.
View: Assign credit card transactions to travel expense types.

Process Flow

Every employee receives a personal corporate credit card for paying his or her travel expenses. The employee receives a monthly account statement - which serves as the invoice - from the credit card company and he must pay the open amounts using his own personal funds within a certain period of time.

The enterprise arranges a payment date with the credit card supplier that allows the employee to apply for, and have their travel expenses reimbursed by the company, before they have to pay the invoice to the credit card company.

To enable the employee to complete their travel expense accounting as soon as possible, the company receives a credit card file with the transaction data from the credit card company on a daily (working days only) basis. This file is imported into SAP Travel Management and the transactions are either added to the appropriate travel expense statements automatically or they are added manually by the employee, and any additional information is added as required.

You, as a company, do not need to pay the employee any advances before the start of the trip, and do not have to compare the planned and actual travel expenses incurred. The employee completes these tasks for you. You must, however, ensure that the checking and reimbursement of travel expenses is always possible before the required payment date for the credit card company (deadline for entering travel expenses).

This graphic is explained in the accompanying text

Posting Example

500 EUR Travel Expenses paid for using personal corporate credit card.

10 EUR Private expenses also paid for using personal corporate credit card.

	Expense			Employee vendor
1)	500	-		-	500

Import CCF (Credit card file), Travel Expense Accounting

The private expenses, that were paid for using the personal corporate credit card are not entered in the travel expense statement and are deleted from the receipt buffer by the employee. The employee then pays the total expenses 510 EUR to the credit card company.