Tracking Your Reimbursements

The most common question asked by Concur Expense users is some variation of "where is my money?" or "when do I get reimbursed?" Many users ask these questions of their manager, internal accounting team, and the SAP Concur Community, causing those people to take time to answer those questions.

The good news is you don't have to do this. The Concur Expense system offers a number of methods you can use to find this information on your own, perhaps without even logging in to the system.

In your profile, you have the option to turn a few system- generated e-mails on and off. These settings can be found by navigating to Profile→Profile Settings→Expense Preferences.

Activating the setting The status of an expense report changes means you will get an e-mail any time the status of an expense report changes. This includes any time that your expense report is approved by a reviewer as well as once the automated reimbursement process kicks off.

Having these e-mails turned on means you are always kept up to date on your expenses just by checking your inbox. You can even create a rule in your e-mail system to move all of the Concur Expense e-mails to the same folder, making them easy to find when you need them.

The Report Library shows the current status of all of your expense reports. By default, it only shows your active reports, but the view can be modified to see a complete expense report history. To access the Report Library, select Expense from the Applications area of the Home menu.

Each expense report shows the name of the expense report, the date it was submitted, the report total, and the current status. The status tells you where that expense report is in the approval process.

Here are brief descriptions of some common statuses:

• Submitted and Pending Approval: The expense report is submitted and pending the approval of a manager, typically your manager. This is usually the first step of the approval process.
• Approved & In Accounting Review: The expense report is pending the approval of the accounting team. This is typically the last step of the approval process.
• Processing Payment: The expense report has been fully approved and the reimbursement process has begun. In most cases, this means you will have your money in a few business days.
• Extracted for Payment: The data for this expense report has been extracted from Concur Expense and sent to your company so it can be posted in your company's accounting systems.
• Payment Confirmed: The approval process has been completed. You should have your money in your bank account.

The last option is to review the audit trail of a specific expense report. Each expense report has an audit trail that shows every step of the approval process in detail. Your internal auditors can use this information to ensure that your company is following all of its defined processes. You can use this information to see where your expense report is in the process as well as when it completed each step in the past.

The preceding scenarios are valid for most users, but your company's configuration can alter the ways you interact with your SAP Concur systems. When you have questions about what you see in Concur Expense, the best place to go for answers is your company's internal SAP Concur administrators.

You now know when to expect your money. Next, we'll wrap up things and review some additional resources.