Credit Card with Settlement via Employee's Bank Account/Split Payment 
Purpose
You use this process variant if your employees use personal corporate credit cards with employee liability, where they receive the invoice from the credit card company. However, you, as a company, pay the approved travel expenses directly to the credit card company. The employee only pays any remaining private expenses directly to the credit card company This variant is currently common business practice in the USA.
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:
You must enter the credit card number for the personal corporate credit card with employee liability 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
- Define a service provider for every credit card company.
Activity: Define Service Provider
View: Change service provider/payment recipient.
- 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. In addition to this, for each entry you need to enter the appropriate service provider for the credit card company as a default value. This ensures that when receipts are transferred to FI, they are posted to the correct vendor accounts for the appropriate credit card company, and not as credit items in the employees account. The payment of approved travel expenses can then be made directly to the credit card company by the enterprise.
Activity: Define assignment table for credit card information
View: Assign credit card transactions to travel expense types.
- In order to make sure that receipts with service provider information are posted correctly, you need to use a special wage type for account determination, and to then assign this wage type to the correct combination of expense type + service provider.
Activity: Assign travel expense types for individual receipts
View: Wage types for Receipts
- It is important to note, that the postings for Travel Expenses are made in Financial Accounting using the appropriate wage type and with credit card information. This ensures that the credit card information, such as the credit card number and transaction number, is also transferred to FI and can be used for posting items to the vendor account for the credit card company. The indicator Post with credit card information (T7046K) results in one credit memo line being created per credit card receipt. This line contains the additional information, such as the credit card number and the transaction number. Note, that the automatic payment program F110 transfers this additional information to the appropriate credit card company.
Activity: Assign Wage Type to Symbolic Account
View: Symbolic Account Assignment for Financial Accounting
Here, you need to assign the two character ID code for the service provider to the appropriate wage type in the column symbolic account for offsetting entries. You also need to select the option with credit card information for this entry.
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. However, in this process variant, the employee can decide separately for each individual credit card receipt whether he wants the company to pay the credit card company directly, or whether he will pay the receipt himself. In the second case, the employee receives the reimbursement amount from you and then pays the credit card company directly.
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. The employee assigns the credit card transactions to the appropriate travel expense statements, adds any additional information, and deducts any private expenses (for example, minibar, video). Any additional travel expenses, not paid for using the credit card, must be entered manually.
If the employee wants to pay the travel expenses directly to the credit card company, he has to delete the default service provider from the additional information for the credit card receipt. This process then follows the same steps as described in the process variant 1: Credit card settlement via employee's private bank account.
If the employee wants the company to pay the approved travel expenses directly to the credit card company, a credit item is posted to the vendor account for the credit card company concerned when the information is transferred to Financial Accounting.
This process also allows you to avoid making advance payments. The checks and comparisons between planned and actual travel expenses are also no longer required. The Customizing setting With Credit Card Information ensures that the information required for assigning the receipts is also transferred to FI so that direct payments to the credit card company can be made. The automatic payment run then makes the payment to the credit card company and reimburses any remaining expense amounts to the employee.
Posting Example
400
EUR Hotel accommodation expenses paid for using personal corporate credit card.
100 USD Taxi expense, paid for in cash
10 EUR Private expenses, paid for using personal corporate credit card.
| |
Expense |
|
Employee vendor |
|
Credit card vendor |
|
1) |
100 |
- |
|
|
100 |
|
- |
- |
| |
400 |
- |
|
|
|
|
- |
400
|
.
1) Import CCF (Credit card file), Travel Expense Accounting
The approved travel expenses for the hotel accommodation are paid directly to the credit card company by the company. The employee is reimbursed for the taxi fare paid for in cash: 100 USD. The employee then deletes the private expense amount from the receipt buffer and pays the relevant amount (10 USD) by check to the credit card company so that the balance due is complete.