Describing Recommendations for Expense Pay

Training is critical to ensure that users know what to expect. SAP Concur recommends that Expense Pay information is included in your training programs.

• If the user does not have a valid bank account on their profile when Expense Pay is in place, the system blocks the submissions of expense reports. To prevent these delays, users must be trained to enter their banking information before they do their next expense report.
• Train users on your batch schedules. This training helps them know when to expect their reimbursements, reducing questions to you and your administrators.

Batch schedules control when reimbursements and cash advance issuances are made. Appropriate batch scheduling can go a long way to help keep users happy. You can schedule their batches how you see fit, but here are some recommendations from our experience:

• Schedule employee batches to run weekly, with batches closing on Monday or Tuesday. This scheduling helps to ensure that users are reimbursed regularly, receiving their money later that same week.
• Schedule credit card batches to run weekly or monthly. This helps to ensure that credit cards are paid regularly, or based on the card's monthly billing cycle. This helps to minimize the possibility of late fees.
• Schedule cash advance batches to run daily. This scheduling helps to ensure that users get the cash they need to travel in the shortest time possible.
• Publish your batch schedules in a location easily accessible by your users. This information helps users know when to expect their reimbursements without asking you.

With the possibility of many batches running on different schedules, it is a good idea to monitor the running of your batches regularly. This monitoring helps to ensure that any reimbursement issues are resolved in a timely manner.

• Designate someone to review and monitor batches on a routine basis.
• Check on the status of each batch the day after it closes. If the employee batch closes on Monday, then check it on Tuesday to make sure everything went smoothly.
• Periodically review the employee banking information as well, paying close attention to users with accounts that failed validation. Those users must be notified as soon as possible so they can make the necessary corrections to minimize delays in reimbursement.

Finally, let's wrap things up and point you to some useful resources.