Configuring Employee Reimbursements

Objectives

After completing this lesson, you will be able to:
  • Access the employee reimbursements.
  • Modify the default reimbursement method.
  • Create a new reimbursement method.

Path to Access Employee Reimbursements

How to Access Employee Reimbursements

Go to the Settings section of the Expense Admin. Under the Reimbursements section, select Edit on the Employee Reimbursements.

The SAP Concur settings page under the Expense Settings section. The page is titled Settings and includes a Reimbursements section with one option: Employee Reimbursements. This option has a brief description and an Edit button. The top right corner shows the selected product as Expense with an option to View Basic Settings

How to Edit the Default Employee Reimbursement Method

On the Employee Reimbursements page, report and cash advances payment methods can be set up for different countries/regions and currencies.

Employee Reimbursements

On this page, you define the process to reimburse your employee for their expenses. You can edit the default reimbursement method or create a new reimbursement method.

Follow these steps to edit the default reimbursement method.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. Select the default employee reimbursement method. Choose Modify.

    The Employee Reimbursements page. The page allows users to specify and pay claims for their expenses. There are three buttons at the top: New Employee Reimbursement, New Cash Advance Reimbursement, and Modify. Below these buttons, there is a table with columns for Employee Administration Country/Region, Type, Currency, and Reimbursement Method. The table has one entry with the following details: UNITED STATES, US Dollar, and Company Check via Accounts Payable.

  2. Choose the appropriate option from the country, currency, and payment method reimbursement fields.

    An Employee Reimbursements setup page. The page allows users to specify how they will pay their users for their expenses. At the top, there are Save and Cancel buttons. Below, there are three dropdown menus highlighted in a yellow box: Which country/region are you setting the employee payment method for? (United States); Which currency do you plan to reimburse these employees with? (US Dollar): Which payment method will you use to reimburse these employees? (Company Check (via Accounts Payable)). Below the dropdown menus, there is a Schedule section with options to set the frequency of reimbursements.

  3. Set up the payment schedule.

    You can choose:

    • On Demand
    • Daily
    • Weekly
    • Every other week
    • Semi-Monthly-Days of Month
    • Monthly

    An Employee Reimbursements setup page. The page allows users to specify how they will pay their users for their expenses. At the top, there are Save and Cancel buttons. Below, there are three dropdown menus highlighted in a yellow box: Which country/region are you setting the employee payment method for? (United States); Which currency do you plan to reimburse these employees with? (US Dollar): Which payment method will you use to reimburse these employees? (Company Check (via Accounts Payable)). Below the dropdown menus, there is a Schedule section (highlighted in yellow) with options to set the frequency of reimbursements.

  4. Enter the Liability Account Code and the Cash Account Code into the appropriate fields on the Accounting tab.

    An Employee Reimbursements setup page. The page allows users to specify how they will pay their users for their expenses. At the top, there are Save and Cancel buttons. Below, there are three drop-down menus: Which country/region are you setting the employee payment method for? (United States); Which currency do you plan to reimburse these employees with? (US Dollar); Which payment method will you use to reimburse these employees? (Company Check (via Accounts Payable)). Below the dropdown menus, there is a Schedule and an Accounting tab (highlighted in yellow). Under the Accounting tab, there are two input fields labeled: Liability Account Code and Cash Account Code.

  5. Choose Save.

Result

Caution

If you need to deactivate a reimbursement method, you must contact SAP Concur Customer Service to complete this task.

How to Create a New Employee Reimbursement Method

The SAP Concur interface showing the Employee Reimbursements section. The interface includes options for New Employee Reimbursement and New Cash Advance Reimbursement. The table lists three entries under Employee Administration Country/Region, Type, Currency, and Reimbursement Method.

Follow these steps to create a new employee reimbursement.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. Select New Employee Reimbursement.

    The SAP Concur Employee Reimbursements page. The page is under the Expense & Invoice Settings section of the Administration tab. The page title is Employee Reimbursements, and it includes options to add a New Employee Reimbursement or a New Cash Advance Reimbursement, as well as a Modify button. Below these options, there is a table with columns for Employee Administration Country/Region, Type, Currency, and Reimbursement Method.

  2. Choose the country, currency, and the payment method for the cash advance reimbursement.

    The SAP Concur interface showing the Employee Reimbursements section under Expense & Invoice Settings. The form includes the following fields: 1. Which country/region are you setting the employee payment method for? with United States selected; 2. Which currency do you plan to reimburse these employees with? with US Dollar selected; 3. Which payment method will you use to reimburse these employees? with ADP Payroll (via Exp 50) selected. There are Save and Cancel buttons at the bottom of the form. The interface also includes navigation options for Administration and Company at the top.

  3. Select the new employee reimbursement schedule.

    The SAP Concur Employee Reimbursements settings page. The page allows users to specify how they will pay employees for their expenses. The settings include: 1. Country for employee payment method: United States; 2. Currency for reimbursement: US Dollar; 3. Payment method: ACH Payroll (via ERP file). These are two tabs: Schedule and Accounting. The Schedule tab is selected, showing options for setting the reimbursement schedule.

  4. Enter the accounting information for the new employee reimbursement batch.

    The SAP Concur Employee Reimbursements settings page. The page allows users to specify how they will pay employees for their expenses. The page has a Save and Cancel buttons at the top. The user can select the country/region for the employee payment method, the currency for reimbursement, and the payment method (ACH Payroll in this case). There are two tabs: Schedule and Accounting. The Accounting tab is currently selected. Under the Accounting tab, there are fields for Liability Account Code and Cash Account Code, with values 200 and 400.

  5. Choose Save.

    The SAP Concur Employee Reimbursements settings page. The page allows users to specify how they will pay employees for their expenses. The page has a Save and Cancel buttons at the top. The user can select the country/region for the employee payment method, the currency for reimbursement, and the payment method (ACH Payroll in this case). There are two tabs: Schedule and Accounting. The Accounting tab is currently selected. Under the Accounting tab, there are fields for Liability Account Code and Cash Account Code, with values 200 and 400. Buttons at the top of the page allow users to save or cancel their settings. Save button is highlighted in yellow.

Result

Summary

Thank you for completing this unit!

Throughout this unit, you have gained a comprehensive understanding of Employee Reimbursements, including insights into how to access and manage them. You learned how to access the Employee Reimbursements settings, modify the default reimbursement method to better suit your organization's needs, and create new reimbursement methods for different scenarios.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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Learning

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