Expense: Expense Pay...electronically in payment batches, which are collections of payment demands. Definitions Batch: A collection of payment demands scheduled for payment. One payment

Concur Expense: Expense Pay

User Guide for Standard Edition

Last Revised: February 22, 2021

Applies to these SAP Concur solutions:

Expense Professional/Premium edition

Standard edition

Travel Professional/Premium edition Standard edition

Invoice

Professional/Premium edition Standard edition

Request Professional/Premium edition

Standard edition

Concur Expense Pay User Guide for Concur Standard i Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Table of Contents

Section 1: Overview .................................................................................................... 1

Expense Pay .............................................................................................................. 1

Definitions ................................................................................................................. 1

The Payment Manager Page......................................................................................... 2

Expense Pay Country Availability .................................................................................. 2

Expense Pay Payment Processes .................................................................................. 3

Section 2: Preparing for the Expense Pay Feature ....................................................... 3

Expense Pay Setup Process ......................................................................................... 3

Expense Pay Timeline for Initial Payments ..................................................................... 4

Section 3: Administrator Procedures ........................................................................... 5

Accessing Product Settings .......................................................................................... 5

Accessing Payment Manager ........................................................................................ 8

Managing Employee Reimbursements ........................................................................... 9

Managing Card Programs .......................................................................................... 13 Validating Credit Card Account Numbers ................................................................ 18

Managing Funding Accounts....................................................................................... 20 Expense Pay Debit Authorization ........................................................................... 20 Creating and Editing Funding Accounts .................................................................. 21 Funding Account Confirmation .............................................................................. 22 Funding Accounts: Pre-funded Accounts ................................................................. 24

Managing Batch Schedules ........................................................................................ 27

Managing Batch Accounting ....................................................................................... 29

Managing Employee Banking ..................................................................................... 30 Updating Employee Bank Information .................................................................... 30 Existing Payment Demand Behavior for Failed Accounts ........................................... 30 Employee Banking Page ....................................................................................... 31

Managing Payment Demands ..................................................................................... 32 Payment Demand Types....................................................................................... 33

Managing Batches .................................................................................................... 36 Monitoring Batches .............................................................................................. 36 Rescheduling Batches .......................................................................................... 38

Managing Expense Reports on the Report Payees List ................................................... 40 Report Payee Status ............................................................................................ 43

Viewing Funding ....................................................................................................... 44

Administrator Email Notifications ................................................................................ 49 Daily Funding Amount Email Notification ................................................................ 49 Funding Account Failure ....................................................................................... 51

ii Concur Expense Pay User Guide for Concur Standard Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Section 4: Expense User Procedures ......................................................................... 51

Employee Banking Information in Profile ..................................................................... 51 Account Confirmation .......................................................................................... 56

Expense User Email Notification Text .......................................................................... 57 Account Confirmation is Sent ................................................................................ 57 Changing Bank Account Information ...................................................................... 57 Report Payment Completed Successfully ................................................................ 57 Payment to Card Issuer Completed Successfully...................................................... 58 Payment to User Bank Account was Denied ............................................................ 58

Payment Status in the Report Payments Window .......................................................... 58

Section 5: Special Cases ............................................................................................ 60

Processing Reports with a Negative Amount Due To a Card Issuer .................................. 60

Notifications of Change ............................................................................................. 63

When the Payment to an Employee Fails ..................................................................... 64

Manually Create a Payment Demand ........................................................................... 64

Section 6: Information Security ................................................................................ 65

Employee Bank Information ....................................................................................... 65

Section 7: Country Specific Information .................................................................... 66

Debit Authorization Process by Country ....................................................................... 66 United States ...................................................................................................... 66 Australia ............................................................................................................ 66 Canada .............................................................................................................. 67 (Eurozone) Austria, Belgium, Denmark, France, Germany, Ireland, Italy, Netherlands,

Spain, Sweden, Switzerland ................................................................................. 67 New Zealand ...................................................................................................... 68 Singapore .......................................................................................................... 68 Sweden (SEK Accounts) ....................................................................................... 69 Switzerland (CHF Accounts) .................................................................................. 69 United Kingdom .................................................................................................. 70

Payment Process By Country ..................................................................................... 71 United States ...................................................................................................... 71 Australia ............................................................................................................ 71 Canada .............................................................................................................. 72 Euro .................................................................................................................. 72 Mexico ............................................................................................................... 74 New Zealand ...................................................................................................... 75 Singapore .......................................................................................................... 75 Sweden .............................................................................................................. 76 Switzerland ........................................................................................................ 76 United Kingdom .................................................................................................. 77 Tracking payments through the process ................................................................. 78

Funding Bank Account Fields By Country ..................................................................... 78 United States - NORTH AMERICA RETIREMENT DATE: SEPTEMBER 1, 2019 ................ 78 Australia ............................................................................................................ 79

Concur Expense Pay User Guide for Concur Standard iii Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Canada - NORTH AMERICA RETIREMENT DATE: SEPTEMBER 1, 2019 ......................... 80 Euro - Direct Debit – Support remains fully available, but net new currency

implementations are not supported for Expense Pay - EMEA region currencies ............ 81 Euro – Pre-Fund – Support remains fully available, but net new currency

implementations are not supported for Expense Pay - EMEA region currencies ............ 83 Mexico – Support remains fully available, but net new currency implementations are not

supported for Mexican Peso .................................................................................. 84 New Zealand – Supported for pre-existing implementations only ............................... 85 Singapore .......................................................................................................... 86 Sweden – Support remains fully available, but net new currency implementations are

not supported for Expense Pay - EMEA region currencies .......................................... 88 Switzerland – Support remains fully available, but net new currency implementations are

not supported for Expense Pay - EMEA region currencies .......................................... 89 United Kingdom – Support remains fully available, but net new currency

implementations are not supported for Expense Pay - EMEA region currencies ............ 90

User Bank Account Fields by Country .......................................................................... 93 United States ...................................................................................................... 93 Australia ............................................................................................................ 93 Canada .............................................................................................................. 94 Euro .................................................................................................................. 94 Japan ................................................................................................................ 96 Mexico ............................................................................................................... 97 New Zealand ...................................................................................................... 98 Singapore .......................................................................................................... 99 Sweden .............................................................................................................. 99 Switzerland ...................................................................................................... 100 United Kingdom ................................................................................................ 101

iv Concur Expense Pay User Guide for Concur Standard Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Revision History Date Notes / Comments / Changes

February 22, 2021 Updated the steps for clients in Singapore who now need to submit GIRO

forms to their banks in Singapore rather than directly to Bank of America

January 27, 2021 Updated the copyright year; added Concur to the cover page title; cover date not updated

April 17, 2020 Renamed the Authorization Request check box to Request on the guide’s

title page; cover date not updated

January 3, 2020 Updated the copyright; updated China terminology to Hong Kong, China and Taiwan, China

December 18, 2020 Clarified timing in the Payment Process by Country section

August 10, 2019 Minor edits

June 8, 2019 Updated text and images throughout to reflect UI name change from "Cost Tracking" to "Custom Fields"

Added information about the new approval process for classic funding and pre-funding accounts

April 13, 2019 Minor edits

January 16, 2019 Added clarification about the Receive Daily Funding Email setting: "This setting is only used to stop sending daily funding emails when the daily funding amount is equal to 0 (currency)."

December 8, 2018 Added North America retirement dates for USD and CAD: Sept 1, 2019

September 10, 2018 Restored Japan content (different from Japan – Pre-fund) to the Funding Bank Account Fields by Country section

April 6, 2018 Changed the check boxes on the front cover; no other changes; cover

date not updated

March 17, 2018 Removed information about QuickBooks Connector, as content is now

consolidated in the Shared: QuickBooks Connector Setup Guide.

Abridged this Revision History table.

November 13, 2017 Clarified the Account Owner Name for funding accounts is the name shown on the account's bank statements.

Concur Expense Pay User Guide for Concur Standard v Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Date Notes / Comments / Changes

November 4, 2017 Updated guide to include new Product Settings page, which replaces the

Setup Wizard.

Removed the QuickBooks Clients content for selecting an expense transaction type because the option is now obsolete.

Updated the list of supported cards listed under the section Processing Reports with a Negative Amount Due To a Card Issuer by removing the following: • American Express - APA - Malaysia

• American Express - APA - Philippines

• American Express - APA - South Korea

• American Express - APA – Taiwan, China

• American Express - EMEA - South Africa

• American Express - EMEA - Poland

• American Express - EMEA - Greece

July 29, 2017 Corrected instances of Reimbursement manager to admin to accurately reflect the edition-specific role/permission names.

April 24, 2017 Corrected the description of Accepted in the table of Report Payee Statuses.

April 22, 2017 Updated a graphic in the procedure To review payment batch status to

include an inactive funding account.

March 29, 2017 Changed the description of the Daily Funding Amount Email Notification

by removing the reference to returns, which are not included.

March 18, 2017 Added the procedure "To inactivate an employee's bank account."

February 17, 2017 Added improvements to the creating, editing, and viewing of funding

accounts for batches.

January 4, 2017 Updated all instances of GIRO to Interbank GIRO

December 15, 2016 Changed copyright and cover; no other content changes.

October 24, 2016 Updated the guide content to new corporate style; no content changes.

February 19, 2016 Updated references to an employee's address to clarify that the address

needs to be the address the employee provided to their bank, not the address of the bank.

November 20, 2015 Changed all mentions of Introduction page to Accounting page.

October 8, 2015 Corrected updated list of banks that support negative remittance.

October 2, 2015 Updated list of banks that support negative remittance.

March 15, 2015 Added three cards to the negative remittance list: Citibank Visa CA, Scotiabank Visa CA, and Scotiabank Visa US.

Removed information about two user interfaces.

September 16, 2014 Added information about two user interfaces; no other content changes.

May 16, 2014 Updated Mexico payment process information.

vi Concur Expense Pay User Guide for Concur Standard Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Date Notes / Comments / Changes

May 1, 2014 Clarified batch behavior.

March 13, 2014 Updated Euro information and credit card validation information.

March 7, 2014 Added new countries, rearranged content.

September 2013 Updated the email notification verbiage.

April 2013 Added additional information about liability and cash account codes. New

check box called Receive Daily Funding Email is added to the Funding Account page. A new field called the Credit Card Vendor ID or Name is now added to the Account tab. Information is added about verifying the

issuer identification number.

March 2013 Added information about activating and deactivating card programs.

February 2013 Updated screenshots.

December 28, 2012 Made rebranding and/or copyright changes; no content changes.

December 2012 Updated screenshots for the Bank Information and Funding Account pages are added. Additional information is added to the account number fields in the Funding Account tables.

November 2012 Added information for the Payment Manager > Monitoring Batches when using the Intuit Anywhere integration.

October 2012 Audit and report trails views are enhanced. Support for card programs are

added for Diners MasterCard CA. Added a funding bank to UK.

Previous revisions have been removed from the history table.

Section 1: Overview

Concur Expense Pay User Guide for Concur Standard 1 Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

Expense Pay

Section 1: Overview

Expense Pay

Expense Pay employs Electronic Funds Transfer (EFT) to move funds from one bank

account to another. This functionality can be used to reimburse employees directly or

reimburse company card providers. Expense Pay automates the transfer of payments

for out-of-pocket expenses that employees report on expense reports from a payer

(the employee's employer) to a payee (the employee). Expense Pay can also

automate payments to company card providers. The payments are transferred

electronically in payment batches, which are collections of payment demands.

Definitions

Batch: A collection of payment demands scheduled for payment. One payment

demand is created per report. Each payment demand generates a transaction when

the batch is processed.

Batch Close: The date the batch no longer accepts new payment demands.

Batch Open: The date the batch is created and begins accepting payment demands

Batch Schedule: The defined close and send dates for the batch.

Batch Send: The date the system sends the payment demands for processing.

Employee Bank Account Confirmation: Process where Expense Pay validates the

user bank account.

For more information, refer to the Account Confirmation section of this guide.

EPE: The Expense Pay Engine. The engine processes the payments and manages the

connections with the various banks and card issuers.

Payment Demand: A payment for a report payee. The payment demand will

include all expense entries in the report for the payee. One payment demand is

generated for each report in the batch.

Returned Payments: Payment demands returned by the banking system. Funds

from returned payments are deposited directly back to the client’s funding account

for direct debit funding accounts.

Report Payee: A payee on an expense report. Either an employee or a card issuer

can be a report payee.

Section 1: Overview

2 Concur Expense Pay User Guide for Concur Standard Last Revised: February 22, 2021 © 2004 - 2021 SAP Concur All rights reserved.

The Payment Manager Page

The Payment Manager pages contain the following Expense Pay functionality:

• Monitor Batches

View Batches: Displays the list of open batches, by batch configuration.

The administrator can search for historical batches, reschedule open

batches, view payment demand details including audit trail, or view report

summary information.

View Funding: Displays the daily funding and returns activity for the

funding accounts used in Expense Pay.

• Monitor Payees

Report Payees: Provides an expense report-centered view into expense

report reimbursement. The admin uses this page to see the status of

expense reports being processed by the system.

Employee Banking: The administrator can search for employee bank

accounts by account status. Also allows the administrator to reconfirm

failed accounts.

Expense Pay Country Availability

Expense Pay is available for the following countries and currencies:

Region Country Currency

North America

Canada CAD

Mexico MXN

United States, including Puerto Rico and US Territories USD

EMEA Austria EUR

Belgium EUR

Denmark EUR

France, including French Guiana, Guadeloupe, Martinique, Saint Pierre and

Miquelon, Réunion, and Mayotte EUR

Germany EUR

Ireland EUR

Italy EUR

Netherlands EUR

Spain EUR

Sweden SEK|EUR

Switzerland CHF|EUR

United Kingdom GBP|EUR

Section 2: Preparing for the Expense Pay Feature


Region Country Currency

APA Australia AUD

New Zealand NZD

Singapore SGD

Expense Pay Payment Processes

The payment process for Expense Pay varies by country and currency.

For information by country, refer to the Payment Process by Country section

of this guide.


Prior to activating this service, please review the following information and either

take action to implement any outstanding steps or consult an SAP Concur support

representative for more information.

The steps below are provided in a first-to-last order; however, some of the

procedures listed below may already be completed at your site. Note also that some

steps may require several weeks for set up and implementation.

Expense Pay Setup Process

The following are the general procedures required to implement this feature:

1. Purchase the Expense Pay Service.

You will need to sign a Business Software Agreement (BSA) or amendment to

an existing BSA contract to confirm your intent to implement Expense Pay at

your site. Contact your SAP Concur sales representative for details.

2. Gather Bank Account and Company Card Program information.

Once the service is activated, you will need to enter the information for the

funding bank account and the company card programs so that Expense Pay

can send payments to your employees or card issuers. You will need to gather

this information from your bank or card issuer. The information required to

enter funding accounts and card programs varies by bank and card issuer. If

you need to get any additional information from your bank or card issuer to

complete the setup process, your implementation consultant will provide you

with the appropriate form. If your company card provider is not currently

supported, contact your implementation consultant to begin the process to

add it.

3. Activate Expense Pay Service.

An Implementation Consultant at SAP Concur activates the Expense Pay

service for you. Then you will:



Create Your Employee Reimbursements: Create a reimbursement

method using the desired country and currency combination on the

Employee Reimbursements page of Product Settings. Select Expense

Pay as the funding method, then set up the bank account that Expense

Pay will use to fund payments to employees.

Create Card Programs: Create any card programs that will be

reimbursed using Expense Pay on the Company Card page of Product

Settings. Set their payment method to Expense Pay, then set up the

bank account that Expense Pay will use to fund payments to the card

issuer.

4. SAP Concur Validates the Account Information.

Behind the scenes, Expense Pay validates the funding bank account and

employee bank account information entered. If the funding account fails the

validation, it is marked as Failed and an email notification is sent to the

administrator. Any employee bank accounts that fail the validation are

marked as Failed in the employee's Bank Information page in Profile.

5. (Optional) Run End-to-End Tests for Validation.

If you choose to start with a limited pilot program, you will test the overall

process by creating several expense reports, validating each report to confirm

that each of your employees and each card issuer is properly reimbursed and

the expense reports properly processed.

Expense Pay Timeline for Initial Payments

When you first set up Expense Pay, the funding bank account and user bank

accounts must be confirmed. The following is the minimum amount of time required

for this process. The actual time may be longer based on the response time of the

banks involved and the currency.

Section 3: Administrator Procedures



Administrators use Product Settings and the Payment Manager page to process

the expense reports to be reimbursed by Expense Pay. The administrator performs

the following tasks:

• Creates and maintains the Employee Reimbursements with funding accounts

• Creates and maintains the Company Card programs with funding accounts

• Views the payment batches as they are prepared for transmission to Expense

Pay

• Views payment demand details

• Views the status of payment batches once they have processed by Expense

Pay

• Views and reconfirms employee bank accounts

Accessing Product Settings

Users with the Can Administer permission can configure Expense Pay in Product

Settings, by creating employee reimbursement methods and company card

programs, which have associated funding accounts and batch schedules.

To access employee reimbursements:

1. Click Administration > Expense Settings or Expense & Invoice

Settings.

2. In the Product list, click Expense.



3. In the Reimbursements section, click Employee Reimbursements.

The Employee Reimbursements page appears.

To access card programs:


Settings.


3. In the Connections section, click Show Advanced Settings.



4. Click Credit Cards.

The Company Card page appears.



Accessing Payment Manager

Administrators can use the Payment Manager page to view the open and closed

Expense Pay payment batches.

To access Payment Manager:

1. Click Administration > Company > Tools.

The Expense Tools page appears.



2. Click Payment Manager. The Payment Manager page appears.

Managing Employee Reimbursements

The administrator uses the Employee Reimbursements page of Product Settings

to enter the data required to correctly reimburse employees. The administrator can

configure the reimbursement method to use an existing Expense Pay funding

account, or create a new funding account.

PROCESS

To access the Employee Reimbursements page:


Settings.




3. In the Reimbursements section, click Employee Reimbursements.

The Employee Reimbursements page appears.



To create a new reimbursement method:

1. Click New Employee Reimbursement.

2. Select the desired country and currency.

3. Select Expense Pay in the Which payment method will you use to

reimburse these employees? field.

4. Click New Classic Account.



The Funding Account page appears.

5. Once you have completed the funding account setup, click Save.

6. Select the newly created funding account and Set Funding Account to make

it the live account.

For more information about funding accounts, refer to the Managing

Funding Accounts section of this guide.

7. Fill in the fields on the Schedule and Accounting tabs.

For more information about the Schedule tab, refer to the Managing

Batch Schedules section of this guide.

For more information about the Accounting tab, refer to the

Managing Batch Accounting section of this guide.

8. When done, click Save. Note that you must have chosen a funding account to

be live for this currency. You cannot save until you have a live account



To edit reimbursement method information:

1. Double click the reimbursement method to view the details. The basic

information cannot be modified, however the information on the Funding

Account, Schedule, and Accounting tabs can be modified.

2. If you need to change to a new funding account, follow the basic steps above:

a. Click New Classic Account

b. Complete the setup form and Save

c. You can choose to wait until the new funding account is fully validated

and live before you replace the live funding account – this will

reduce/remove any gap in the payment schedule for your employees.

d. You can choose to immediately replace the existing live account with

the newly created one, but your employees will experience a delay in

payments while the funding account setup is completed.

3. Change the fields on the tabs as necessary.

4. Click Save.

Managing Card Programs

The administrator uses the Company Card page of Product Settings to enter the

data required to correctly import transactions and reimburse the card issuer. The

administrator can configure the Company Card program to use an existing Expense

Pay funding account, or create a new funding account.

PROCESS

To access the Company Card page:


Settings.




3. In the Connections section, click Show Advanced Settings.

4. Click Credit Cards.



The Company Card page appears.

To create a new card program:

1. Click New. The following screen displays:

2. When you select Automated data feed from our bank, the following screen

displays:

NOTE: Expense Pay cannot be used to pay user-managed card programs.



3. Fill in the fields:

Field Description

In which country is the card issued? Select the correct country for the card program.

What is the billing or 'posting'

currency? Select the currency the card is billed in.

Who is the card issuer? Select the card issuer from the list. If you do

not see your card issuer in the list, please contact SAP Concur support.

What type of card is it? Choose the card type.

What type of program is this? Choose whether this is a Corporate card or

Purchasing card.

Who receives the statement from the card issuer?

Select the person or group that receives the billing statement from the company card.

Who pays the card issuer? Select the person or group that is financially responsible for the company card program.

What do you want to name this card program?

Choose a name for this program. This name appears on the main Company Card page. The system generates a descriptive name for

you. You can either keep the generated name or change it.

How do you want to pay for this card

program?

Select the reimbursement method for this

card program. If you select Expense Pay, the Funding Account tab appears.

Verify IIN Validates the credit card account number against the card issuer's identification number.

NOTE: This link does not always display. This is only for users who use Expense Pay to pay their corporate card and only displays for

certain card programs.



The Funding Account tab appears.

4. Choose an existing funding account or follow the instructions under Employee

Reimbursement for how to set up a new funding account.

For more information about funding accounts, refer to the Managing

Funding Accounts section of this guide.

5. Fill in the fields on the Schedule and Accounting tabs.

For more information about the Schedule tab, refer to the Managing

Batch Schedules section of this guide.

For more information about the Accounting tab, refer to the

Managing Batch Accounting section of this guide.

6. The Remittance Advice tab may appear. The fields on this tab vary by card

program.

7. When done, click Save.

To edit card program information:

1. Double click the card program to view the program details.

2. Change the fields as necessary.

3. Click Save.

To deactivate or activate a card program:

1. Select the card program that you want to deactivate and click Deactivate.



2. The deactivated card moves from Active Payment Types to Inactive

Payment Types.

3. To add the card back in, select the card and click Activate. The card now

moves back to the Active Payment Types.

To remove a card program:

Card programs can only be removed by SAP Concur. Contact SAP Concur Customer

support to request removal of a card program.

Validating Credit Card Account Numbers

Clients who use Expense Pay to pay their corporate card can now validate their card

account number against the card issuer’s identification number.

To validate credit card account numbers:

1. On the Company Card page of Product Settings, select New > Automated

data feed from our bank.

2. Enter the necessary information into the Company Card page.

3. To verify the issuer identification number (IIN) of the card program you are

entering, click the Verify IIN link.

The Verification Issuer Identification Number screen displays. This

screen contains the valid ranges for the card program you entered.



4. To verify that the card's IIN is within range of the card program that is being

set up, enter the 6-digit BIN number into the field and click Enter.

5. You will receive a success or failure message. Click OK to dismiss the

message.

NOTE: If you confirm with your corporate card provider that your IIN range is

correct, but the page does not accept it, please open a case with SAP

Concur custom support to request an update to the IIN, including the

IIN range to add.



6. Click X to return to the Company Card page.

7. If you are satisfied with your card program, click Save.

Managing Funding Accounts

! IMPORTANT: After the June 2019 release, new funding accounts created in the

following currencies will default to On Hold status and will not be available to

process payments until they are reviewed by SAP Concur Customer support and

the migration team and approved for use:

● United States Dollar (USD)

● Canadian Dollar (CAD)

● Mexican Peso (MXN)

● European Euro (EUR)

● Swiss Franc (CHF)

● Danish Krone (SEK) Danish Krone (SEK)

● UK Pound (GBP)

Funding accounts are the bank accounts that Expense Pay draws funds from to fund

reimbursements paid to employees or card programs. The administrator defines

these bank accounts in two places in Product Settings:

Employee Reimbursements: This page contains the reimbursement methods for

the employees. If the administrator selects Expense Pay as the reimbursement

method, Concur Expense will prompt the admin to enter the funding account

information and set the live account for the country. If a funding account already

exists for the country/currency combination, the system will provide any available

existing accounts to be selected as the live account for reimbursements.

Card Programs: This page defines which card programs your company supports. If

the administrator selects Expense Pay as the payment method for the card program,

Concur Expense will prompt the admin to enter the funding account information and

set the live account for the country. If a funding account already exists for the

country/currency combination, the system will provide any available existing

accounts to be selected as the live account for reimbursements.

Note: Card programs and Employee Reimbursements can utilize two different

funding accounts or they can access the same funding account.

Expense Pay Debit Authorization

Prior to setting up a funding bank account you may need to authorize your bank to

accept debits from SAP Concur to your funding bank account. The documents you

use and the process you follow are specific to the country in which your bank

account is domiciled.

For more information, refer to the Debit Authorization Process by Country

section of this guide.



Creating and Editing Funding Accounts

To enter a new funding account:

1. On the Employee Reimbursements or Company Card page, click New.

2. Select a supported country and currency, and optionally a supported card

program, then select Expense Pay by Concur as the payment method. The

Funding Account window appears.

3. If the funding account has already been set up select it from the available

accounts and Set Funding Account. If not, you can create a new funding

account by choosing New Classic Account.

NOTE: If you have already created a funding account for the country/currency

combination, Expense will show you the existing account that you can

choose to set live. You can create multiple funding accounts with the

same currency, but only one funding account can be Live for any

single country.

4. Fill in the required fields for the selected country/currency combination:

Refer to the Funding Bank Account Fields By Country section of this

guide for field details.

5. Click Save. The status of the new account will be set to Unconfirmed while

the Expense Payment Engine verifies the account details.

For more information about the confirmation process, refer to the

Funding Account Confirmation section of this guide.



To edit an existing funding account:

1. On the Employee Reimbursements or Company Card page, click the

desired reimbursement method/card program to modify.

2. Click Modify.

3. On the Funding Account tab, click Modify.

4. Make the necessary changes.

5. Click Save. If the account or routing number information was updated, the

funding account will be reconfirmed.

REPLACING A FUNDING ACCOUNT

If you need to replace a funding account, then follow this process:

NOTE: Expense Pay account confirmation must complete with the payment partner

before replacing the funding account. If you replace a funding account with an

account that is not fully verified and live, there will be a delay in employee

payments. An SAP Concur best practice is to complete all necessary Product

Settings, including verification, prior to replacing a funding account.

1. Create the new funding account or choose an existing funding account.

Refer to the Creating and Editing Funding Accounts section of this

guide for details.

2. Set the new funding account to Live on the Funding Account tab.

DELETING A FUNDING ACCOUNT

It is not possible to delete a funding account; however, it can be set to inactive.

Funding Account Confirmation

When a funding account is entered or changes, Expense Pay generates an account

confirmation transaction to verify the account. The funding account confirmation

process takes 4 banking days and happens when:

• A funding account is entered for the first time

• The client changes any of the following fields on an active funding account:

Routing Number

Account Number

The account confirmation process is as follows:

1. Day 1: The funding account information is entered or updated in Employee

Reimbursements or Card Programs.



The account status is set to Unconfirmed while the account confirmation

process runs.

Expense Pay sends the updated account information to the EPE for

verification.

The EPE initiates a debit transaction from and an equal off-setting credit

transaction to the funding account.

2. Day 4: The EPE changes the account status to Confirmed if the account

confirmation is successful, or Failed if it is unsuccessful.

WHEN THE FUNDING ACCOUNT FAILS

A funding failure can cause two different processes, depending on when the funding

fails:

If funding fails before the report payees have been paid:

• The batch that caused the funding failure is marked as failed until the account

status changes.

• When Expense Pay attempts to send the first batch after the funding account

was marked as failed, an email is sent to every user with the Can Administer

role.

• SAP Concur Customer support receives an email notification and a report of

all customers with a failed funding account and contacts the client's Treasury

Manager proactively to notify them.

• The administrator must re-enter the funding account information to initiate

another account confirmation process within the Expense Payment Engine

(EPE).

• For an already sent batch (the first batch that caused the funding account to

be set to Failed), the EPE will withdraw/disburse funds as soon as the account

becomes confirmed.

• For new batches, Expense Pay will attempt to send the batch each night. The

EPE will continue to reject the batch until the funding account becomes

confirmed.

• After the EPE confirms the funding account, the batches should be processed

in the standard timeframe (normally three banking days).

If funding fails after the report payees have been paid:

• The funding account is placed in an On Hold status.

• The batch that caused the funding failure is placed on hold until the account

status changes.

• When Expense Pay attempts to send the first batch after the funding account

was marked as on hold, an email is sent to every user with the Can

Administer role.

• The SAP Concur Treasury Department receives an email notification and a

report of all customers with a failed funding account and contacts the client's

Treasury Manager proactively to notify them.



• For an already sent batch (the first batch that caused the funding account to

be set to Failed), the EPE will withdraw/disburse funds as soon as the account

becomes confirmed.

• For new batches, Expense Pay will close the batches, but not send them until

the funding account becomes confirmed.

• After the EPE confirms the funding account, the batches should be processed

in the standard timeframe (normally three banking days).

Funding Accounts: Pre-funded Accounts

In some countries, clients can request a funding account that SAP Concur sets up for

them and the clients can then have control over funding timing and which accounts

funding is sent out from. The Pre Fund tab allows a Payment manager to see what

payments are funded and what the available balances are in the accounts.

VIEWING PRE-FUNDED ACCOUNT AMOUNT

The Pre Fund tab displays a daily summary of account activity for all pre-funded

funding accounts.

To view the Pre Fund tab:

1. Click Administration > Company > Tools > Payment Manager.

The View Batches page appears.

2. Select the View Funding tab. The Direct Debit tab displays.

3. Click the Pre Fund tab.

When the page displays, it shows all pre-funded funding accounts.

The page displays the following columns:



Column Description

Funding Account Name Name assigned to an account.

Country/Currency This is the country and currency of the funding account.

Account Balance This is the current balance of the accounts.

Funded Payments This is the funding amount that is not yet settled.

Available Balance The balance available within the funding account.

Pending Payments These are batch payments that are pending.

Test Account This displays the test accounts.

Active This indicates whether the account is active or not.

To view funded payments:

1. In the Pre Fund tab, click the value in the Funded Payments column.

The Funded Payments Detail window opens.

2. When done, close the window.



To view pending balances:

1. Click the value in the Pending Balance column.

The Pending Payments Detail window opens.

2. When done, close the window.

VIEWING PRE-FUND BANK STATEMENTS

If you are using the pre fund option, you can reconcile your statements using the

Bank Statements tab.



To search for a pre-fund funding account:

1. From the Funding Account Name list, select the desired account.

2. Select a date range.

3. Click Search.

To export data to an Excel spreadsheet:

Select the desired funding accounts and click Send to Excel. The spreadsheet

contains the same columns as the Bank Statements page.

Managing Batch Schedules

Batch scheduling is used to set the dates that a payment batch will close (preventing

any new demands from being entered) and be processed. Each reimbursement

method and company card program has its own payment batch with a unique batch

schedule. The Schedule tab appears after the administrator has created a new

employee reimbursement or card program, or when the administrator is viewing the

details of an existing reimbursement method or card program.

If you change the schedule once there is an open batch, the system will wait until

the current batch is completed (using the old schedule), then open a new batch

using the new schedule. Any reports that reach the Pending Payment status will go

into the current open batch.



To schedule the Expense Pay batch:

1. On the Schedule tab, select the desired batch close timing.

Schedule Description

On-Demand

The batch will remain open until you manually close it in Payment Manager.

Daily

The batch closes daily at the end of the day.

Weekly The batch closes at the end of the day on the selected

day(s) of the week.

Every other week

The batch closes at the end of the day on the selected day of the week, every other week. The administrator selects the weekday, and the batch closes on the second occurrence of

that day.

Example: On Monday, the administrator chooses the Every other week schedule and selects Thursday as the weekday. The next Thursday (3 days later) is the first occurrence of the weekday, and marks the end of the first

week. The Thursday after that is when the batch closes for the first time.

Semi-Monthly – Days

of Month

The batch closes at the end of the day on the two selected

days of the month.

Monthly

The batch closes at the end of the day on the selected day of

the month.

NOTE: You can account for banking holidays by setting the Monthly option to six calendar days prior to your payment due date. These six calendar days will account for three banking days for processing plus three non-banking days for

the weekend plus a bank holiday. If you set the day of the month six calendar days out, you may pay your card prior to the due date. If you choose this option you will avoid the

need to modify the batch close date around bank holidays.

2. Select the desired dates if necessary.

3. Click Save.



Managing Batch Accounting

The Accounting tab allows you to configure your accounting codes for the Expense

Pay payment batches. The codes entered on this page will be included in the

accounting export file for the batch.

To enter your account codes:

1. On the Accounting tab, enter the codes in the fields:

Field Description

Liability Account Code This is the accounting code that will appear in

the accounting file "Payment Demand Company Liability Account Code" field for payment made with this reimbursement method. The Liability Account Code field may be used to record when expenses are incurred. Clients may use this field to capture

a code that represents an offset account in the GL extract. This account code commonly represents the credit in the expense accounting entry.

Cash Account Code This is the accounting code that will appear in the accounting file "Payment Demand Company Cash Account Code" field for payments made with this reimbursement

method. The Cash Account Code field maybe used to record when expenses settle. Clients may use this field to capture offsets against transactions that directly impact the bank accounts. This account code commonly

represents the credit in the payment accounting entry.



Field Description

Credit Card Vendor ID or Name

(only appears for card programs)

This optional field allows admins to enter the

Vendor ID value for the card issuer of the card program. If admins choose to populate this field, the value is available for output into their accounting file. If they have multiple company paid card programs, they can set this value independently for each company

paid card program they create in the system.

2. Click Save.

Clients Connected to Financial Systems

If you have connected Concur Expense to your financial system, some fields on this

page may display different labels or pre-populated values based on your connected

financial system.

For more information, refer to the Concur Expense setup guide for your

financial system.

Managing Employee Banking

Updating Employee Bank Information

Organizations bring employee bank account information into Expense Pay by two

means:

• Employee manages their own banking information using Profile: This

method is the most popular and "best practice" way for organizations to

manage this information.

• Organization imports employee banking information: Some

organizations choose to use the User Import to import employees banking

information from another system that manages this information.

Existing Payment Demand Behavior for Failed Accounts

If a user’s bank account status changes to Failed, any existing payment demands

created for them change to Failed. If the batch closes while the payment demands

are in this status, the payment demands are moved to the next open batch. When

the user updates their bank information and starts the account confirmation process,

the payment demand status is updated to Pending Confirmation. When the account

is confirmed, all payment demands associated with them are moved into the current

open batch and their status is updated to Assigned.



Employee Banking Page

The Employee Banking page allows the administrator to view employee bank

account information, including historical information, reconfirm failed accounts, and

inactivate an account.

NOTE: The Administrator should use the re-confirm failed account function only in

cases where the reason for the failed employee bank account is not due to an

incorrect bank number, bank account number, or account type. In very rare

cases, there can be situations where the system fails the bank account due to

reasons other than incorrect banking information. SAP Concur Customer

support will inform the Administrator when these situations arise.

When the administrator chooses to reconfirm an account, it initiates the account

confirmation process using the current banking information. The account

confirmation process must complete successfully before the account will be marked

as confirmed. If the banking information is incorrect, the account confirmation will

fail. It is important for the admin to be confident the banking information is correct

prior to initiating a re-confirmation.

In cases where there is incorrect banking information, the employee should correct

the bank number, bank account number, or account type. Saving the new

information initiates the account confirmation process. There is no way for the admin

to enter employee bank account information.

To access the Employee Banking page:

1. Click Administration > Company > Tools.

2. Click Monitor Payees in the left menu.

3. Click Employee Banking.



To search for an employee's bank information:

To search for a specific employee's bank information, use the Find Employee

Where or Status fields in the Search area.

To reconfirm an employee's bank account:

1. Use the Find Employee Where or Status fields in the Search area to locate

the desired employee.

2. Select the desired employee.

3. Select Reconfirm.

To view an employee's bank account history:




3. Click View History.

To inactivate an employee's bank account:




3. Click Inactivate.

Managing Payment Demands

The administrator manages payment demands through the Payment Demands tab

of the Monitor Batches page. This page displays the payment demands contained



in a specified batch listed on the View Batches tab. The administrator can access

the Payment Demands tab from the View Batches tab of the Monitor Batches

page of Payment Manager.

From the Payment Demands tab, you can open the Payment Demand Audit

Trail window, where you can troubleshoot or audit a payment demand. You can also

open the Report Summary window, where you can view the summary for the

report associated with the payment demand.

Refer to the Managing Batches section of this guide for more information.

Payment Demand Types

There are two kinds of payment demands, Cash and Card. A Cash payment demand

contains one report payee, an employee. A Card payment demand contains one

payee, a card issuer. These payment demands result from actual expense report

submissions.

To review payment demands contained in a batch:

1. On the View Batches tab of the Monitor Batches page, click the number in

the Count column of the desired batch.



2. The Payment Demands For Batch Total tab appears.

3. Review the information for the desired demands.

4. Click X to close the tab.

To view the audit trail of a payment demand:

1. On the Payment Demands tab, click Payment Demand ID. The Audit

Trail for Payment Demand window opens:

This allows you to review the payment demand audit trail.

2. When done, click OK.



To review the audit trail of a report:

1. On the Payment Demands tab, click Report ID. The Audit Trail window

opens.

This allows you to review the report audit trail.

2. When done, click Close.



To review the report summary for a payment demand:

On the Payment Demands For Batch tab, click the desired name in the Report

Name column. The Expense Report Summary window appears:

Managing Batches

Monitoring Batches

The administrator uses the Monitor Batches page of Payment Manager to review

batch status and payment demand details for all batches. The batches are grouped

by batch based on country and currency. By default, the page displays the current

batches for each definition. The administrator can search for a specific batch.

To review payment batch status:

1. Click Administrator > Company > Tools. The Expense Tools page

appears.



2. Click Payment Manager. The View Batches tab of the Monitor Batches

page appears, displaying the current open batches.

3. (Optional) Use the search fields to locate a particular batch. The search

results display below.

The Status indicates whether an administrator can add more payment

demands to the batch and whether Expense Pay successfully transmitted the

batch.

Status Description

Open The batch is open to receive approved report payees.

Closed The batch no longer accepts approved report payees.

Sent The system successfully sent the batch to the payer's bank.

Failed The system is unable to process the batch. This could be due to network issues or a failed funding account. The EPE will attempt to resend the batch in 24 hours.

To view the payment demands in a batch:

On the View Batches tab, click the Count value for the desired batch. The list of

payment demands in the batch displays.




1. Click the Monitor Batches tab.

2. Select the desired payment batch and click Send to Excel. This opens an

Excel spreadsheet.

NOTE: The columns displayed in the Monitor Batches tab will be the

columns in the Excel spreadsheet.

Rescheduling Batches

In some circumstances, the administrator may need to close or send a particular

batch earlier or later than its regular schedule. For example, to ensure Expense Pay

pays employees before a banking holiday, the administrator may choose to pay the

batch earlier than scheduled. In such circumstances, the administrator can use the

Reschedule Batch link in Payment Manager to close and send the batch sooner or

later than scheduled. In some cases, administrators may want to have some

payment demands in the batch paid on an earlier schedule, and some paid on the

original schedule.



To reschedule a batch:

1. On the Payment Manager page, click the reschedule batch link for the

desired batch.

2. The Reschedule Batch window appears.

3. Set a new Close Date for the batch.

4. Click Reschedule or Close Now to close the batch immediately.

NOTE: Closing a batch earlier makes the following batch longer in duration by

the number of days you shorten the original batch.

To close an on-demand batch:

1. On the View Batches of the Monitor Batches page, select the desired

batch.



2. Click close now. The batch is closed and a new batch for that payment type

is opened.

The batch is sent to the Expense Pay Engine for processing.

Managing Expense Reports on the Report Payees List

A report payee is a payee on an expense report. Report payees can either be

employees or company card issuers. A payment demand consists of one or more

report entries for the same payee. A payment demand for a card program will

contain the total reimbursement amount for all card transactions for that card

program included in the batch. A payment batch consists of one or more payment

demands.

The administrator uses the Report Payees page to investigate the payment status

of a specific expense report or report payee.

To locate reports in Payment Manager:


The Monitor Batches page appears.



2. Click Monitor Payees. The Report Payees page appears.

To search for a specific expense report within the group, use the following

fields:

Find report payees where

Status

Payee Type

Currency

Reimbursement Method

To place a report payee on hold:



2. Select Monitor Payees.

3. Search for the desired report(s).

4. Select the check box next to each expense report.

NOTE: Only report payees associated to batches that are not sent can be set

to on hold.

5. Click Place On Hold. The report payee status changes to On Hold.

To assign a report to an open batch:







4. Select the check box next to each desired expense report.

5. Click Change Batch > Assign to Next Batch. The report payee status

changes to Assigned.

To mark a report payee as Client Paid:





4. Select the desired expense report.

NOTE: Only report payees associated to batches that have not been sent can

be set to client paid.

5. Click Client Pay. The report payee status changes to Client Pay.

To move a report marked Client Pay to an open batch:




Select the desired files.

3. Click Reverse Client Paid for each desired report.

This puts the payment demand on hold and moves the report into the open

batch.



Report Payee Status

The Status column displays information about a report that guides what an

administrator can do with a specific report.

Status Description

Aborted The payment demand was in a batch sent to the payer's bank for

payment. Expense Pay designated that the bank was unable to pay the payment demand. In most cases, the admin does not need to take action for aborted payment demands. When a payment demand with an

employee payee is aborted, that employee's bank account is marked as Failed and an email notification is sent to them. Once the employee

updates their bank account information, Expense Pay will generate an account confirmation transaction. If that transaction is successful, the system will move any aborted payment demands for that employee into the next available batch.

NOTE: If necessary, reports with a status of Aborted can be assigned to the next batch, placed on hold, or marked as Client Pay.

Accepted The payment demand has been accepted by the payment engine or

payment processing partner. This is a normal step in the process that may be followed by funded and then paid or possibly aborted if the payment is returned.

Any This selects for any status.

Assigned The payment demand is assigned to an open or closed batch that has not yet been sent to the payer's bank for payment. Reports with a status of Assigned can be assigned to the next batch (if the batch it currently

belongs to is closed), placed on hold, or marked as Client Pay.

Client Pay The admin changed the reimbursement method from Expense Pay to

Client Pay.

Not Sent/Not

Completed (only used in

Search field)

This status includes all payment demands with a status of Aborted,

Assigned, On Hold, or Pending Confirmation.

On Hold The admin put this report payee on hold. No payment demand is associated with a report payee that is on hold. Reports in a Hold status can be assigned to the next batch or marked as Client Pay.

Paid The payment demand is in a batch sent to the payer's bank for payment.

The EPE indicated that the payee’s bank accepted the payment demand and payment should occur within a few banking days. Note that the payee’s bank may subsequently reject the payment demand. If this occurs then the EPE will change the status to Aborted.

For more information on payment confirmation, refer to the Managing Payment Demands section of this guide.

Payment Funded

Funding has been initiated and the funding dates for the payment demand have been set.



Status Description

Pending

Confirmation

The report payee has a bank account with the status of Unconfirmed. The

payment demand will remain in this status until the EPE confirms the account, then will be automatically moved into the next available payment batch.

Refer to Pending Confirmation and Failed Account Statuses

below for more information.

Failed Account The employee’s bank account associated with this report payee has a status of Failed. The payment demand will remain in the status until the

employee updates their bank account information.

Refer to Pending Confirmation and Failed Account Statuses

below for more information.

Sent/Completed The payment demand is in a batch sent to the payer's bank for payment.

Unassigned

(only used in Search field)

This status includes all payment demands with status of On Hold,

Aborted, and Client Pay.

Unpaid (only used in Search field)

This status includes all payment demands without a status code and those set to Not Paid.

PENDING CONFIRMATION AND FAILED ACCOUNT STATUSES

In order to minimize delays in the payment process, Expense Pay will create report

payees for employees with unconfirmed or failed accounts that are marked as active.

Any payment demands for these employees will be placed in either a Pending

Confirmation or Failed status depending upon whether the employee’s bank is in a

status of Unconfirmed or Failed. In the case of a Failed status, these payment

demands will remain in this status until these employees update their bank account

information. Upon updating the bank account information, these payment demands

will transition to a Pending Confirmation status. Payment demands remain in the

Pending Confirmation status until the account confirmation process completes. Once

the account has been successfully confirmed, the payment demands will be added to

the next available batch. The Failed or Pending Confirmation status payment

demands will appear in the current open batch, however if the batch closes before

the status of those payment demands changes to Confirmed, they will be moved out

of the closing batch and into the next open batch.

Viewing Funding

The View Funding tab displays a daily summary of account activity for all funding

accounts used by Expense Pay. The administrator can search for specific funding

accounts or date ranges. The daily funding amounts will be updated at 12 PM CST in

the US and Canada. The returned amounts are summarized on this page.

The Pre Fund tab which allows a Payment manager to view accounts that are pre-

funded and managed by the administrator. This tab displays a daily summary of



account activity for all pre-funded funding accounts. Pre-funding means that the

client determines the funding levels of accounts that are set up by SAP Concur.

For more information, refer to Funding Accounts: Pre-funded Accounts later in

this guide.

To view the View Funding page:



2. Select the View Funding tab.

The Direct Debit tab opens. The tab displays a row for each funding account

per day within the specified Init Date range and for the specified funding

account. The Init Date is when Expense Pay sends a batch for payment

processing. SAP Concur withdraws funding amounts from the funding

accounts on the banking day following the Init Date, which is the

Settlement Date. The funding amount must be in the funding account by

close of business on the Settlement Date.

When the page first displays it shows all funding accounts with an Init Date

range between the previous banking day and today.

The page displays the following direct debit columns:

Column Description

Account Number Funding account number

Funding Account Name Name of the funding account

Init Date The initiate date for funding amounts or the return date for returned payments.

Settlement Date The date on which SAP Concur withdraws funding amounts from the bank funding account.



Column Description

Country/Currency This is the country and currency that funds the account.

Cash Amount The funding amount of all Cash Programs for this funding

account.

NOTE: The amount in this column may vary from the amount on the Batch List page due to rejected payment demands.

Card Amount The funding amount of all Card Programs for this funding

account.

Total Amount The sum of Cash, Confirmation and Card amounts.

Returned Amount The sum of returned payments received.

Status The status of each funding amount.

Trace Number A unique identifier that is sent on the debit into the banking

system.

To search for a specific funding account in the Direct Debit tab:

1. On the Funding Amount page, select the desired account from the Funding

Account Name list.

2. Click Search. The search results display.

To view the payment demands included in a Funding or Returned

amount:

1. Click the number in the Trace Number column. The Funding Amount

Detail tab appears.



The page displays the following columns:

Column Description

Report Name The report summary.

Report ID The identification of the report audit trail.

Payment Demand ID The identification number of the payment demand.

Funding Initiate Date The estimated date that funding is initiated.

Funding Settlement

Date The estimated date that funding will be processed.

Payee Name The name of the payee.

Demand Type Employee or Card.

Cash Account The Cash Account Code value for the funding account

associated to the payment demand’s payor bank account. Cash Account and its associated filter make it easy to find payment demands for a particular cash account.

Amount The amount of the payment demand.

Extracted Amount The sum of the journal entries for the report payee associated with this payment demand that have been

extracted in the Standard Accounting Extract.

Not Extracted Amount The sum of the journal entries for the report payee

associated with this payment demand that have yet to be extracted in the Standard Accounting Extract.

Status The status of the payment demand.

Reference ID Unique identifier for each payment demand that comprises

a funding debit.

Batch ID The payment demand batch identification number.

Accounting Extract Job Name

The job name for the accounting extract job that includes the report payee associated to this payment demand. This

is useful for clients with more than one accounting extract job definition.

Accounting Extract Job Number

The job run number for the accounting extract job that includes the payment demand. This along with its

associated filter makes it easy to find report payees for a particular account extract.

Accounting Extract Start

Time

The start time for the Standard Accounting Extract job that

contains the report associated with this payment demand.

2. Review the payment demand details.

3. Click Done.



To view the expense report summary for Payment Demand:

1. On the Funding Account Detail tab, click the link in the Report Name

column. The Expense Report Summary window opens.


To view the audit trail for a report:

1. On the Funding Amount Detail tab, click the link in the Report ID column.

The Audit Trail window opens:

2. When done, click Close.



To view the audit trail for a payment demand:

1. On the Funding Amount Detail tab, click the link in the Payment Demand

ID column. The Audit Trail for Payment Demand window opens:


To view batch details for a payment demand:

1. Click the value in the Batch ID column. The Payment Demands for Batch

Total tab appears.

2. Click Report Name, Report ID, or Audit Trail if desired.

3. When done, click the X to close the tab.


1. Click the View Funding tab.

2. Click the number link in the Trace Number column.

The Funding Amount Detail screen opens.

3. Select the desired payment demand and click Send to Excel. This opens an

Excel spreadsheet.

NOTE: The columns displayed in the Funding Amount Detail are the same that

display in the Excel spreadsheet.

Administrator Email Notifications

Daily Funding Amount Email Notification

An email notification of the daily funding amounts by account will be sent to users

with the Can Administrator role. On days with no activity, such as bank holidays, the



amounts listed in the email will be zero. If the funding amount is not available when

the email is sent, the administrator will be directed to the Daily Funding and

Returned Amounts page for funding details. The administrator must make sure that

the funding account is funded no later than the close of business on the settlement

date for each batch. Contact SAP Concur Customer support to schedule the Daily

Funding Amount Email Notification job.

NOTE: To ensure that this notification is sent out, when you initially set up funding

accounts, first set up the account on an actual schedule (that is, select a

specific date). This activates the email notification. After the account is set

up, then switch to an on demand schedule.

WHEN FUNDING ACTIVITY INFORMATION IS AVAILABLE:

This is the daily funding account notification for all active funding accounts for

<MM/DD/YYYY>

---------------------------------------------------------------------------

Bank ID: <bankid>

Account Number: <accountnumber>

Cash Program Amount: 0.00 USD

Card Program Amount: 0.00 USD

Total Funding Amount: 0.00 USD

---------------------------------------------------------------------------

---------------------------------------------------------------------------

Bank ID: <bankid>


Cash Program Amount: 268.34 CAD

Card Program Amount: 0.00 CAD

Total Funding Amount: 268.34 CAD

---------------------------------------------------------------------------

---------------------------------------------------------------------------

Bank ID: <bankid>


Cash Program Amount: 0.00 USD

Card Program Amount: 0.00 USD

Total Funding Amount: 0.00 USD

---------------------------------------------------------------------------

WHEN PRE-FUND EMAIL NOTIFICATION IS SENT OUT:

An email is now sent to advise clients of their available balance for reimbursing

expense claim filers and whether they must send additional funds into their pre-fund

bank account to fund their payments. The pre-fund email notification identifies the

Expense Pay bank account by name, currency and masked number.

Section 4: Expense User Procedures


It shows, at the point in time when the email is generated, the available balance in

the bank account, the total amount of pending payments and the total funding

required, which would be the pending payments minus the available balance.

The email is delivered before business hours in the local time zone, allowing you to

fund your bank account in a timely manner.

Currency: GBP

Pre-funding needed as of XX:XX CST

Bank ID: XX

Account Number: ********8824

Funding Account Name: <bank name>

Available Balance: 9999.00

Pending Payments: 0.00

Total Funding Required: 0.00

Funding Account Failure

The following email will be sent to all users with the admin role if a funding account

fails.

Subject: Expense Pay Notification: Access to Funding Bank Account Denied.

Body text:

The bank denied SAP Concur admin access to bank funding account (XXXXX1234).

The payment batch linked to this account cannot be processed. The account may be

closed, on hold, have insufficient funds, or use erroneous account information.

Contact SAP Concur Customer support to learn how to restore this account.


Expense users must have valid bank account information on the Profile page before

they can be reimbursed using Expense Pay. Users can view the status of the

payments made by Expense Pay in the Report Payments window.

Employee Banking Information in Profile

Before a user can receive reimbursement for expenses through Expense Pay, the

user must have valid bank account information in their profile. This can be imported

as part of a user import. If it is not imported, the user must provide banking

information through Profile. The user can view their bank account status and history

on the Bank Information page.



To enter employee bank information:

1. Click Profile > Profile Settings. The Profile (Options) page appears.



2. Click Bank Information. The Bank Information page appears.

3. Enter the required fields.

Refer to the User Bank Account Fields by Country section of this guide

for field information.

4. Click Save.



To view bank account status and history:

Current Account: On the Bank Information page, review the details in the

Status field.

The possible options are:

Status Description

Unconfirmed The account confirmation transaction has begun

processing. The employee should verify the payment to their account in two banking days.

Confirmed The account is eligible to receive payments.

Failed The account confirmation transaction has been returned by the banking system. Refer to the Description column of the Account History table for the return reason. The account is no longer eligible for payments.



Historical Account: On the Bank Information page, review the details in the

Account History section.

Column Description

Routing Number The number of the bank associated with this account.

Bank Account Number The account number.

Account Type Type of account: Checking or Savings.



Column Description

Activity The activity of the bank account. Possible options are:

• Changed: The account information was changed, prompting a new account confirmation.

• Confirmed: The account confirmation transaction was successfully sent to the bank for processing.

• Corrected: The banking system sent a Notification of Change (NOC) with corrected information for this

bank account. The bank account has been updated with this corrected information.

• Imported: The employee import updated the bank account information.

• Failed: The account confirmation transaction was returned by the bank.

Description Additional information about the change to the account.

Last Changed The date the listed activity occurred.

Changed By The user that initiated the account change. Any changes made by Expense Pay will be listed as System.

Account Confirmation

Account Confirmation is a function designed to reduce the frequency of rejected

payments caused by errors in employees' banking information. Expense Pay

validates employee banking information by sending a small transaction amount (for

example, 0.01 USD) as an account confirmation transaction to employees' bank

accounts. If this transaction is successful, Expense Pay can reimburse the employee.

If the transaction is not successful, the system sends a notification to the employee

stating the employee needs to update their bank account information. When an

employee updates their Bank Number or Account Number in Profile, the account

confirmation process begins immediately.

There is no account confirmation step when user banking is set up via User Import.

Expense Pay assumes that the account information is accurate and sets the account

to Confirmed.

ACCOUNT CONFIRMATION PROCESS

• Day 0:

New bank account information is entered in the employee's profile through

the Profile page.

The account is marked Unconfirmed.

• Day 1:

Expense Pay begins processing the Account Confirmation.

ACH credit is initiated for the account confirmation.

Expense Pay will begin to process payment demands for the employee.



• Day 2:

Penny settles in employee's bank account.

• Day 3-4:

If the transaction is returned:

• The employee's bank account status is set to Failed in the Status

field of the employee's Bank Information page in Profile.

• An email notification is sent to the employee, informing them that

their bank account information is invalid and that no electronic

payments can be made to their account until the information is

updated.

Expense User Email Notification Text

Expense Pay sends email notifications to expense users to keep them informed about

payment activity or changes to bank account information. The text of the email

notifications is listed here.

Account Confirmation is Sent

Expense Pay has completed an account confirmation transaction to your bank

account. You should see the amount specified below appear in your bank account

within two banking days of the Projected Payment Date. If you do not see the

deposit in your account after two banking days, please contact your Expense Pay

administrator.

Amount Paid: <amount>

Projected Payment Date: <date>

Link to Concur Expense:

http://<link>

Changing Bank Account Information

When a user changes their bank account information, an email is sent ONLY IF a new

routing number is entered or the account number is different.

Subject: SAP Concur Banking Information Change

Body text:

Dear <User First Name>,

On <Month, Day, Year> the bank information we use to process your expense

reimbursements was changed. If you made this change then no action is required.

If you didn't make this change you should login to the Expense service and confirm

that your bank information is correct.

Report Payment Completed Successfully

Expense Pay has arranged payment of your expense report named <Report Name>

for the amount due to you.

Report ID: <Report ID>

http://www.concursolutions.com/



Amount Due to Employee: <amount>



http://<link>

Payment to Card Issuer Completed Successfully

Expense Pay has arranged payment of your expense report named <Report Name>

for the amount due to your company card issuer.

Report ID: <Report ID>

Amount Due to Card Issuer: <amount>



http://<link>

Payment to User Bank Account was Denied

Expense Pay attempted to make an electronic payment directed to your bank

account that was denied payment by the banking system.

The banking system indicated the following reason for the denied payment:

<REASON>

You should log in to Concur Expense and verify the accuracy of your electronic

payment information in the My Profile, Banking information area. Use the reason

stated above as a guide to determine what about your banking information requires

modification.

Note that no electronic payments can be transacted until Expense Pay is able to

verify the accuracy of account information.


http://<link>

Payment Status in the Report Payments Window

Users can view the status of payments made by Expense Pay in the Report

Payments window.






To access the Report Payments window:

1. Click Expense.

2. Click the name of the desired report. The Expense List appears.

3. Select Details > Report Payments.

4. Review the information in the Report Payments window.

Section 5: Special Cases


The possible statuses are:

Status Description

Initiated The payment was initiated but has yet to be released by your

organization for processing. The Estimated Payment Date indicates three weekdays after the date your organization is scheduled to release the payment for processing.

Processing Your organization has released the payment for processing, but it has yet to be sent to the banking system for payment. The Estimated Payment Date indicates the approximate date the

payment will be posted to the payee’s bank account.

Processed The payment has been sent to the banking system for payment. The

Estimated Payment Date indicates the expected date the payment will be posted to the payee’s bank account. Provided the payment isn’t returned by the banking system, the payment should be in the payee’s account no later than this date.

Failed The banking system has returned this payment. Before payment can be made you must update your bank account information in My

Profile > Banking Information and the system must confirm this information.

Failed

Account

The payment has not been initiated because your bank account has

invalid information. Before payment can be initiated you must update your bank account information in My Profile > Banking

Information and the system must confirm this information.

Pending Confirmation

The payment has not been initiated because your recently entered bank account has not yet been confirmed. Before payment can be initiated the system must confirm this information. Visit My Profile

> Banking Information for details on the account confirmation process.

On Hold The payment was initiated but has yet to be released by your

organization for processing. The Estimated Payment Date is blank because your organization hasn’t scheduled a release date yet. Contact the person who administers Expense for your organization.

Organization Paid

SAP Concur will not reimburse this amount due. Instead your organization will arrange payment for this amount due. Contact the person who administers Expense for your organization for details on

this payment.


This section covers information about special situations that may occur during the

reimbursement process.

Processing Reports with a Negative Amount Due To a Card Issuer

Certain company card issuers allow Expense Pay to process reports that have a

negative amount due to a card issuer. Expense Pay will never withdraw funds from a

credit card issuer’s account. Instead, Expense Pay will evaluate the amount due to

the card issuer from all the reports in the batch, only sending them when the batch



total is a positive amount. This process allows employees to submit reports with

negative amounts due a card issuer, which are then balanced against other payment

demands for that card issuer. For example:

The client batch includes the following payments to be sent to the card issuer:

5. $350

6. $220

7. -$120

8. -$160

9. -$300

Expense Pay will evaluate the batch from the highest amount to the lowest (most

negative) amount. It will start by adding the two positive amounts, for a batch total

of $570. It will then apply the first negative amount ($120). The batch total is now

$450. The batch is still a positive amount, so the next negative amount ($160) is

applied. This lowers the batch total to $290. The batch is still a positive amount, so

the next negative amount ($300) is applied. This payment demand would move the

batch to a negative amount, which cannot be processed. Expense Pay moves this

negative payment demand to the next batch, then processes the batch, sending a

total of $290 to the company card issuer, along with the instructions for the negative

amounts.

IMPORTANT NOTE

This functionality is only available with certain card issuers.

! Not all cards listed below are available for use with the Standard editions of

Concur Expense.

The card types that currently support negative remittance are:

• American Express - APA - Australia

• American Express - APA - Hong Kong, China

• American Express - APA - India

• American Express - APA - Japan

• American Express - APA - New Zealand

• American Express - APA - Singapore

• American Express - CA

• American Express - EMEA - Austria

• American Express - EMEA - Belgium

• American Express - EMEA - Denmark

• American Express - EMEA - Dollar 45



• American Express - EMEA - Finland

• American Express - EMEA - France

• American Express - EMEA - Germany

• American Express - EMEA - GulfDollar

• American Express - EMEA - INT Euro

• American Express - EMEA - Italy

• American Express - EMEA - Netherlands

• American Express - EMEA - Spain

• American Express - EMEA - Sweden

• American Express - EMEA - Switzerland

• American Express - EMEA - UK

• American Express - Mexico - Global

• American Express - US

• Bank of America - Visa MC - US

• BBVA Compass - Visa - US

• Citi Global - MasterCard - Austria

• Citi Global - MasterCard - Belgium

• Citi Global - MasterCard - Finland

• Citi Global - MasterCard - France

• Citi Global - MasterCard - Germany

• Citi Global - MasterCard - Ireland

• Citi Global - MasterCard - Italy

• Citi Global - MasterCard - Netherlands

• Citi Global - MasterCard - Portugal

• Citi Global - MasterCard - Singapore

• Citi Global - MasterCard - Spain

• Citi Global - MasterCard - Sweden

• Citi Global - MasterCard - Switzerland

• Citi Global - MasterCard - UK

• Citi Global - MC/Visa - Australia

• Citi Global - Visa - Austria

• Citi Global - Visa - Belgium

• Citi Global - Visa - Finland

• Citi Global - Visa - France

• Citi Global - Visa - Germany

• Citi Global - Visa - Ireland



• Citi Global - Visa - Italy

• Citi Global - Visa - Netherland

• Citi Global - Visa - Portugal

• Citi Global - Visa - Spain

• Citi Global - Visa - Sweden

• Citi Global - Visa - Switzerland

• Citi Global - Visa - UK

• Citibank - MasterCard - US

• Citibank - MasterCard/Visa - CA

• Citibank - Visa - US

• Citizens Bank - MasterCard - US

• Diners - MasterCard - CA

• Diners - MasterCard - US

• Elavon - Visa - Denmark

• Elavon - Visa - EURO - Retired

• Elavon - Visa - Sweden

• Elavon - Visa - Switzerland - Retired

• Elavon - Visa - UK - Retired

• Iberiabank - Visa - US

• Iberiabank-TSYS - Visa - US

• JP Morgan Chase - MasterCard - CA

• JPMorgan Chase - MasterCard - US - EDS

• JPMorgan Chase - MasterCard - US - TSYS

• JPMorgan Chase - Visa - US

• JPMorgan Chase - Visa - US - TSYS

• Scotiabank - Visa - CA

• Scotiabank - Visa - US

• U.S. Bank - MasterCard - US

• U.S. Bank - Visa - US

Notifications of Change

Expense Pay, in compliance with NACHA standards, will process any Notifications of

Change that it receives from US banks. The Notifications of Change contain updates

to banking information for funding bank accounts or employee bank accounts. When

a Notification of Change is received, the bank account information is updated

automatically. No action is required by the administrator or the employee. This

functionality is not available for bank accounts outside the US.



When the Payment to an Employee Fails

When a payment to an employee's bank account fails:

• The employee will be notified by email.

• The employee’s banking information in Expense will be marked as Failed in

Profile.

• When the employee updates their banking in Profile, the system will initiate

an account confirmation transaction to validate that the employee's bank info

is valid.

• If Expense Pay does not receive a return on the account confirmation after

three banking days, the employee's bank account is set to Confirmed.

• The amount of the payment that failed is returned to the funding account.

• When the employee's banking is confirmed, the payment request goes into

the next open batch, which will initiate a new funding request.

Manually Create a Payment Demand

On rare occasions, certain payment demands are not created for payees. The most

typical case is when a user did not have banking entered at the time their report was

approved. The administrator can use the Create Payment Demand feature to

retroactively trigger a payment demand. The administrator can create payment

demands for the reports that meet the following criteria:

• Reports that do not have a payment demand for cash or card payee or both

types of demand

• The report must have one of the following payment statuses:

Processing Payment

Paid

Payment Confirmed

• The reports can be pre-extract or already extracted in the Standard

Accounting Extract

• For cash payment demands, the user must have an active bank account in

the system

You can only create a payment demand if there is a valid batch definition (cash or

card) for creating this payment demand.

To manually create a payment demand:



2. Click Create. The Create Payment Demand window appears.

3. Fill out the search fields with the report information.

Section 6: Information Security


4. Click Search.

5. Click Create for the desired payment demand(s). The report disappears

from the list and appears in the Report Payees list.

6. When finished, click Done.

Section 6: Information Security

SAP Concur is committed to maintaining a high level of data security for all clients.

This section details the security measures used by Expense Pay.

Employee Bank Information

• User bank information is entered by the employee, or by an automated

import process. Clients decide which method to use.

• Once the data has been entered, it can only be viewed by the employee

within Expense.

• The bank account information is stored securely. The payment service will

comply with PCI, and ISO controls for maintaining sensitive information.

• The user's bank account information is masked in the field (ex. XXXXXX123)

when it is in Confirmed status. It is displayed unmasked, by design, when it is

in Failed status. Employees need to see their entire bank account information

when it is in Failed status because they are responsible for managing this

information. Employees must be able to validate that the routing and account

numbers are correct. For example, Expense Pay has been able to make

payments to this account for several months. Then one day the employee

receives an email notification from Expense Pay stating that it attempted to

make a payment to this account, but the bank rejected it. This can happen

when the bank changes either the account’s routing number or account

number. The email notification directs the employee to verify the accuracy of

the account information on the Bank Information page. The employee can

verify the bank account only if this page displays all digits of their bank

account information.

Section 7: Country Specific Information



Concur Expense Standard supports the countries listed below. Contact SAP Concur

Customer support to activate new countries in your company.

Debit Authorization Process by Country

Prior to setting up a funding bank account in Payment Manager, you must authorize

your bank to accept debits from SAP Concur to your funding bank account. The

documents you use and the process you follow are specific to the country in which

your bank account is domiciled.

The following table explains for each country the form(s) and process you should

follow to authorize your bank to allow debits to your bank account to fund the

payments that Expense Pay will make on your behalf.

United States

Debit Mechanism: ACH

Form: Sample Funding Letter

Steps:

You must authorize your bank to allow SAP Concur to debit your US bank account or

funding may fail if you have debit filters in place. SAP Concur provides a Sample

Funding Letter to assist you. The sample funding letter includes SAP Concur’s ACH

Company ID. You may edit this sample letter and present it to your bank on your

company letterhead.

Australia

Debit Mechanism: Direct Debit

Form: Direct Debit Request

Steps:

1. Check with your bank whether direct debiting is available from your account.

While all banks in Australia support direct debits, direct debiting is not

available on all accounts offered by financial institutions.

2. You must complete and sign one Direct Debit Request (DDR) per bank

account to be debited.

3. Check with your bank before completing the Direct Debit Request if you have

any queries about how to complete the Direct Debit Request.

4. Complete and sign the Direct Debit Request and send it to SAP Concur. SAP

Concur will retain a copy of the signed Direct Debit Request on file.



5. We recommend you keep a copy of the completed and signed Direct Debit

Request in a safe place for future reference.

Canada

Debit Mechanism: EFT (Pre-Authorized Debit)

Form: Payor’s Pre-Authorized Debit (PAD) Agreement

Steps:

1. The PAD form authorizes SAP Concur to debit your Canadian funding bank

account. This form meets the requirements of Rule H1 for Pre-Authorized

Debits (PADs). You must sign one PAD per bank account and send it to SAP

Concur. SAP Concur retains a copy on file.

2. You may provide a copy of the signed PAD to your bank if your bank so

requests.

(Eurozone) Austria, Belgium, Denmark, France, Germany, Ireland, Italy,

Netherlands, Spain, Sweden, Switzerland

Debit Mechanism: SEPA B2B Direct Debit

Forms: Eurozone Funding Instructions

SEPA Business to Business Direct Debit Mandate

Steps:

1. Follow the steps in the Eurozone Funding Instructions document.

2. Check with your bank to make sure they support the SEPA B2B Direct Debit

scheme. If they do not, you cannot use that bank to fund the EUR payments.

It is important to make sure the bank supports the B2B scheme, which is for

businesses (the “Core” scheme is for consumer debits; Expense Pay does

SEPA B2B direct debits, not Core direct debits).

3. You must sign one SEPA Business to Business Direct Debit Mandate per bank

account and send to SAP Concur. SAP Concur will retain a copy of the signed

mandate on file.

4. You must also provide a signed copy of the mandate to your bank. The

mandate includes an SAP Concur Creditor Identifier, a Mandate reference

number unique to you (your SAP Concur entity ID), and a Mandate Date of

Signature. All required fields on the form must be completed. Your bank will

reference the signed mandate on file to validate that SAP Concur is authorized

to debit your account.

5. Wait to set up your funding bank account in Payment Manager until your bank

confirms to you that they have received your signed mandate and completed

whatever setup they need do.



6. You must enter the Mandate Date of Signature into Payment Manager, as SAP

Concur must pass the Mandate Date of Signature in the debit transactions to

your bank.

New Zealand

Debit Mechanism: Direct Debit

Form: Direct Debit Authority Form

Steps:

1. Check with your bank whether direct debiting is available from your account.

While all major banks in New Zealand support direct debits, direct debiting is

not available on all accounts offered by financial institutions.

2. You must complete and sign one Direct Debit Authority form per bank account

to be debited.

3. Complete and sign the Direct Debit Authority form and send it to SAP Concur.

SAP Concur will retain a copy of the signed Direct Debit Authority on file.

4. Your bank in New Zealand does not require a copy of Direct Debit Authority

form, as Concur (New Zealand) Limited is a “Preferred Initiator” of direct

debits on the New Zealand ACH system.

5. We recommend you keep a copy of the completed and signed Direct Debit

Authority in a safe place for future reference.

Singapore

Debit Mechanism: Interbank GIRO direct debits

Forms: Interbank GIRO Application form

Steps:

1. You must complete one Interbank GIRO Application form per bank account.

There are instructions on the second page of the form.

2. You must populate the “Billing Organization’s Customer’s Reference Number”

field in Parts 1 and 2. This will be your SAP Concur entity ID in upper case.

3. Complete Part 1 and also populate in Part 2 the Bank/Branch/Account number

of your Singapore Dollar (SGD) bank account in Singapore that you authorize

SAP Concur to debit for the purpose of funding your SGD reimbursements to

employees and / or corporate card issuer.

4. The form must be signed by an authorized signatory at your company for the

Singapore Dollar account.

5. Send the original Interbank GIRO Application to your bank in Singapore.



6. Fax a copy of Interbank GIRO Application form to +1 952.516.5943. SAP

Concur will maintain a copy of your authorization on file.


confirms to you that they have completed the direct debit setup.

Sweden (SEK Accounts)

Debit Mechanism: MT101 Reverse Wire

Forms: Sweden Supported Funding Banks

Sweden Client Bank Information Form

Sweden Funding Instructions

Sample Funding Letter - Sweden

Steps:

1. Check the Sweden Supported Funding Banks list to make sure your bank is

supported for reverse wire debits. The largest banks in Sweden are

supported.

2. Sign the Sweden Client Bank Information form, authorizing SAP Concur to

debit your SEK-denominated bank account in Sweden via reverse wire. You

must send the signed form to SAP Concur. SAP Concur retains a copy on file,

and uses the form to verify that SAP Concur is able to do reverse wire debits

with your Sweden bank.

3. Follow the steps in the Sweden Funding Instructions document.

4. Provide the Sample Funding Letter - Sweden to your bank. Your bank will

likely require you to sign a separate authorization form that they will provide

to you before they will do the MT101 setup for your bank account.


confirms to you that they have completed the MT101 setup.

Switzerland (CHF Accounts)

Debit Mechanism: Business Direct Debit (BDD)

Forms: Switzerland Funding Instructions

Business Direct Debit (BDD) Authorization



Steps:

1. Follow the steps in the Switzerland Funding Instructions document.

2. You must complete and sign one Business Direct Debit (BDD) Authorization

per bank account to be debited.

3. Contact your client service representative at your bank immediately and

provide to them the first two pages of the signed, dated Business Direct Debit

mandate.

4. Keep the third page of the signed mandate. This is your copy of the triplicate

form, and is labeled in the top right corner “Copy for the debitor”. You will use

this form when you set up your funding bank in Payment Manager, as you will

need to enter Mandate Date of Signature (the date you signed the

authorization form) and your IBAN.


confirms to you that they have received your signed BDD authorization and

completed whatever setup they need do.

United Kingdom

Debit Mechanism: MT101 Reverse Wire

Forms: UK Supported Funding Banks

UK Client Bank Information Form

UK Funding Instructions

Sample Funding Letter - UK

Steps:

1. Check the UK Supported Funding Banks list to make sure your bank is

supported for reverse wire debits. The largest banks in the UK are supported.

2. Sign the UK Client Bank Information form, authorizing SAP Concur to debit

your UK bank account via reverse wire. You must send the signed form to

SAP Concur. SAP Concur retains a copy on file, and uses the form to verify

that SAP Concur is able to do reverse wire debits with your UK bank.

3. Follow the steps in the UK Funding Instructions document.

4. Provide the Sample Funding Letter - UK to your bank. Your bank will likely

require you to sign a separate authorization form that they will provide to you

before they will do the reverse wire setup for your bank account.


confirms to you that they have completed the reverse wire setup.



Payment Process By Country

United States

The Expense Pay payment process typically takes place over 3 business days for US

accounts. Below is an example of a typical payment cycle that is scheduled to start

overnight on Sunday:

Australia

The Expense Pay payment process typically takes place over 3 business days for AU





Canada

The Expense Pay payment process typically takes place over 3 business days for CA



Euro

DIRECT DEBIT

The Expense Pay direct debit payment process typically takes place over 3 business

days for Euro accounts. Below is an example of a typical payment cycle that is

scheduled to start overnight on Sunday:



PRE-FUND

The Expense Pay pre-fund payment process typically takes place over 1 to 2

business days for Euro accounts. Below is an example of a typical payment cycle that

is scheduled to start overnight on Sunday:



Mexico

The minimum payment amount in Mexico is 1 Peso or greater, as required by the

Mexico clearing system. The Expense Pay pre-fund payment process typically takes

place over 3 business days for Mexico accounts. Below is an example of a typical

payment cycle that is scheduled to start overnight on Sunday:



New Zealand

The Expense Pay payment process typically takes place over 4 business days for New

Zealand accounts. Below is an example of a typical payment cycle that is scheduled

to start overnight on Sunday:

Singapore

The Expense Pay payment process typically takes place over 5 business days for

Singapore accounts. Below is an example of a typical payment cycle that is




Sweden


Swedish accounts. Below is an example of a typical payment cycle that is scheduled

to start overnight on Sunday:

Switzerland


Swiss accounts. Below is an example of a typical payment cycle that is scheduled to

start overnight on Sunday:



United Kingdom

DIRECT DEBIT

The Expense Pay direct debit payment process typically takes place over 4 business

days for UK accounts. Below is an example of a typical payment cycle that is


PRE-FUND

The Expense Pay pre-funded process for UK accounts is typically as follows. Below is

an example of a typical payment cycle that is scheduled to start overnight on

Sunday:



Tracking payments through the process

The admin and the employee can track where a payment demand is in the payment

process using the Payment Manager page and the Report Payments page.

The following is a description of how the payment process is displayed:

Day 1-2:

• Payment Manager: The payment demand audit trail shows that the

payment demand was created

Refer to the Managing Payment Demands section of this guide for

more information on viewing the payment demand audit trail.

• Report Payments page: The Status displays Processing

Day 3:

• Payment Manager: The payment demand audit trail shows that the

payment demand was paid

• Report Payments page: The Status displays Processed

Funding Bank Account Fields By Country

United States - NORTH AMERICA RETIREMENT DATE: SEPTEMBER 1, 2019

United States Bank Account Fields

Field Description

Account Country This field will display the selected country.

Account Currency This field will display the account currency based on the selected

Account Country.

Account Display Name This name identifies the account.

Account Owner Name The Name of the account owner as shown on the bank statement

of this funding account.

Date Bank Authorized

Debits from Concur

The date the bank account was set to allow debits from SAP

Concur.

Routing Number This is the identification number for the bank.

Account Type Specifies whether the account is Checking or Savings.

Account Number This is the number of the funding account. It displays as masked

except for last four digits when it is in Confirmed status.

Primary Contact Name Name of the primary contact person for the bank account.

Primary Contact Email Contact email for the primary contact person for the bank account.




Field Description

Primary Contact Phone

Number

Phone number for the primary contact person for the bank

account.

Secondary Contact Name Name of the secondary contact person for the bank account.

Secondary Contact Email Contact email for the secondary contact person for the bank

account.

Secondary Contact Phone

Number

Phone number for the secondary contact person for the bank

account.

Receive Daily Funding Email Specifies whether a funding email is sent out daily. This setting is only used to stop sending daily funding emails when the daily funding amount is equal to 0 (currency).

Australia

Australia Bank Account Fields

Field Description


Account Currency This field will display the account currency based on the selected Account Country.


Account Owner Name The Name of the account owner as shown on the bank statement of this funding account.

Bank Name Enter the name of the funding bank.

Branch Location Enter the location of the funding bank branch.

Date Bank Authorized Debits from Concur

The date the bank account was set to allow debits from SAP Concur.

BSB Code Enter the BSB Code for the funding bank.

Account Number This is the number of the funding account. It displays as masked except for last four digits when it is in Confirmed

status.

Address Line 1 Enter the first line of the address the company provided to the

bank for this account. Not the address of the bank.

Address Line 2 Enter the second line of the address the company provided to

the bank for this account. Not the address of the bank.

Placename/Locality Enter the placename or locality of the address the company

provided to the bank for this account. Not the address of the bank.




Field Description

State/Territory Enter the state or territory of the address the company

provided to the bank for this account. Not the address of the bank.

Postal Code Enter the postal code of the address the company provided to

the bank for this account. Not the address of the bank.


Primary Contact Email Contact email for the primary contact person for the bank

account.

Primary Contact Phone Number Phone number for the primary contact person for the bank account.


Secondary Contact Email Contact email for the secondary contact person for the bank account.

Secondary Contact Phone Number

Phone number for the secondary contact person for the bank account.

Receive Daily Funding Email Specifies whether a funding email is sent out daily. This setting

is only used to stop sending daily funding emails when the daily funding amount is equal to 0 (currency).

Canada - NORTH AMERICA RETIREMENT DATE: SEPTEMBER 1, 2019

Canada Bank Account Fields

Field Description



Account Country.




Branch Number This is the five digit Branch number of the bank.

Institution Number This is the three digit Institution number of the bank.

Account Number This is the number of the funding account. It displays as masked

except for last four digits when it is in Confirmed status.




Number


account.





Field Description


account.


Number


account.

Receive Daily Funding Email Specifies whether a funding email is sent out daily. This setting is

only used to stop sending daily funding emails when the daily funding amount is equal to 0 (currency).

Euro - Direct Debit – Support remains fully available, but net new currency implementations are not supported for Expense Pay - EMEA region currencies

Euro Direct Debit Bank Account Fields

Field Description

Account Country Select the country the bank account is located in.






Branch Location The branch identifier for the bank that the account was opened at.

Can be a town, neighborhood or other identifier.

Date Bank Authorized Debits

from Concur


Concur.

Mandate ID The Mandate ID must be unique for each Euro funding bank account. When the client authorizes their bank to allow SAP Concur to debit for the purpose of funding their Expense Pay Euro payments, they establish a Mandate ID. This field defaults to the client’s entity ID and is editable by the client to allow them to

serialize the mandate ID as needed for each bank account so that it matches the Mandate ID field on the SEPA B2B Direct Debit Mandate form they must provide to their bank.

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT code is a standard format of Bank Identifier Codes. It is the unique identification code of a particular bank.

The SWIFT code is 8 or 11 characters, made up of:

4 characters - bank code (only letters) 2 characters - country code (only letters) 2 characters - location code (letters and digits)

3 characters - branch code, optional ('XXX' for primary office) (letters and digits)




Field Description

IBAN The two-character country code, followed by two check digits then

the bank identifier and account number, typically derived from the domestic account number.

Format: Austria: AT2!n5!n11!n

Length: 20

Belgium: BE2!n3!n7!n2!n Length: 16

Denmark: DK2!n4!n9!n1!n Length: 18

Finland: FI2!n6!n7!n1!n Length: 18

France: FR2!n5!n5!n11!c2!n Length: 27

Germany: DE2!n8!n10!n Length: 22

Greece: GR2!n3!n4!n16!c Length: 27

Ireland: IE2!n4!a6!n8!n

Length: 22

Italy: IT2!n1!a5!n5!n12!c

Length: 27

Luxembourg: LU2!n3!n13!c Length: 20

Netherlands: NL2!n4!a10!n Length: 18

Portugal: PT2!n4!n4!n11!n2!n

Length: 25

Spain: ES2!n4!n4!n1!n1!n10!n Length: 24

Sweden: SE2!n3!n16!n1!n Length: 24

Switzerland: CH2!n5!n12!c Length: 21

United Kingdom: GB2!n4!a6!n8!n Length: 22

! = characters, a = alphabetic, c = alphanumeric, n = numeric.

Address Line 1 Postal address provided to the bank for this bank account.


City Postal address provided to the bank for this bank account.

Region Postal address provided to the bank for this bank account.

Postal Code Postal address provided to the bank for this bank account.





Field Description


account.


Number


account.



account.




Euro – Pre-Fund – Support remains fully available, but net new currency implementations are not supported for Expense Pay - EMEA region

currencies

NOTE: The Payment Manager must select UNITED KINGDOM as the Country, Euro as

the funding currency and Pre-Fund as the funding type. The pre-fund account

the client will use is established in the United Kingdom. After the account is

established Euro payments can be made in any of the supported Euro

countries. Eurozone supported countries include: Austria, Belgium, Denmark,

France, Germany, Ireland, Italy, Netherlands, Spain, Sweden, Switzerland

and United Kingdom.

Euro Pre-Fund Bank Account Fields

Field Description



Account Country. Euro funding accounts uses Euro.

Funding Type PRE-FUND



Status Fort Knox, read only.

Bank Name Bank of America, read only.

Branch Location London, read only.

Account Number 8-digit account number, read only.



Euro Pre-Fund Bank Account Fields

Field Description

SWIFT Code BOFAGB22, read only.

IBAN 220digit code, read only.

Branch Code 6008, read only.

Account Number 8-digit account number, read only.

Beneficiary Concur Technologies (UK) LTD.

Address Line 1 2 King Edward Street, read only.

City London, read only

Postal Code EC1A 1HQ, read only.




Number


account.



account.


Number


account.



Mexico – Support remains fully available, but net new currency implementations are not supported for Mexican Peso

Mexico Pre-Fund Bank Account Fields

Field Description


Account Currency This field will display the account currency based on the selected Account Country. Swiss funding accounts can use either Swiss Francs or Euro.



Status Status of the account.

Bank Name Bank of America México S.A.; read only



Mexico Pre-Fund Bank Account Fields

Field Description

Branch Location Ciudad de México, Distrito Federal; read only

CLABE A unique 18-digit number used to identify account holders.

Account Number The account number of the bank.

SWIFT Code BOFAMXMX; read only

Address Line 1 Paseo de la Reforma 115 piso 20; read only

Address Line 2 Col Lomas de Chapultepec; read only

City Ciudad de Mexico, Distrito Federal; read only

Postal Code CP 11000; read only




Number


account.



account.


Number


account.



New Zealand – Supported for pre-existing implementations only

New Zealand Bank Account Fields

Field Description



Account Country.





Branch Location The branch identifier for the bank that the account was opened at. Can be a town, neighborhood or other identifier.




Field Description


from Concur


Concur.

Bank Number The 2 digit bank number.

Branch Number The 4 digit branch number.

Account Number This is the 7-digit number of the funding account.

Suffix 2- or 3-digit suffix number to the account number.

Re-enter Account Number This number must match the funding account number.


Address Line 2 Postal address provided to the bank for this bank account. Not

the address of the bank.

Town/City Postal address provided to the bank for this bank account. Not

the address of the bank.

Postcode Enter the postal code of the address the company provided to the

bank for this account. Not the address of the bank.



Primary Contact Phone Number

Phone number for the primary contact person for the bank account.







Singapore

Singapore Funding Bank Account Fields

Field Description






Singapore Funding Bank Account Fields

Field Description




Branch Location The branch identifier for the bank that the account was opened at.

Can be a town, neighborhood or other identifier.


from Concur


Concur.

Customer’s Reference Number

The Customer Reference Number must be unique for each Expense Pay Singapore client. When the client authorizes their bank to allow SAP Concur to debit for the purpose of funding their Expense Pay Singapore payments, they establish a Customer Reference Number. This field defaults to the client’s entity ID and

matches the Customer Reference Number field on the Interbank GIRO Application form they must provide to their bank.

Bank Code The 4 digit bank code.

Branch Code The 3 digit branch code.

Bank Account Number The account number of the bank.



Town Postal address provided to the bank for this bank account.

Postcode Postal address provided to the bank for this bank account.



account.


Number


account.








Sweden – Support remains fully available, but net new currency implementations are not supported for Expense Pay - EMEA region

currencies

Sweden Funding Bank Account Fields

Field Description



Account Country. Swiss funding accounts can either use Swedish Krona or Euro.







SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT code is a standard format of Bank Identifier Codes. It is the unique

identification code of a particular bank.


4 characters - bank code (only letters) 2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)

IBAN The two-character country code, followed by two check digits then the bank identifier and account number, typically derived from the domestic account number.

Format:

SE2!n3!n16!n1!n

Length: 24











Sweden Funding Bank Account Fields

Field Description


Number


account.



account.


Number


account.


Switzerland – Support remains fully available, but net new currency implementations are not supported for Expense Pay - EMEA region

currencies

Switzerland Funding Bank Account Fields

Field Description



Account Country. Swiss funding accounts can either use Swiss Francs or Euro. The following fields reflect Swiss Franc.







IBAN The two-character country code, followed by two check digits then

the bank identifier and account number, typically derived from the domestic account number.

Format:

CH2!n5!n12!c

Length: 21





Switzerland Funding Bank Account Fields

Field Description







account.


Number


account.



account.


Number


account.


United Kingdom – Support remains fully available, but net new currency implementations are not supported for Expense Pay - EMEA region

currencies

DIRECT DEBIT

United Kingdom Direct Debit Bank Account Fields

Field Description


Account Currency This field will display the account currency based on the selected Account Country. UK funding accounts can either use GBP or Euro.

Funding Type DIRECT DEBIT






from Concur


Concur.




Field Description

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT

code is a standard format of Bank Identifier Codes. It is the unique identification code of a particular bank.


4 characters - bank code (only letters) 2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office)

(letters and digits)

IBAN or Sort Code and Account Numbers

IBAN:

The two character country code (GB), followed by two check digits and 18 alphanumeric characters for the domestic bank account number.

Example: GBkk BBBB SSSS SSCC CCCC CC

B = alphabetical bank code, S = sort code (often a specific branch), C = account number.

Sort Code and Account Number:

A local account number.

Example: SSSS SSCC CCCC CC

S = sort code (often a specific branch), C = account number.

NOTE: For HSBC bank, enter the credit transactions account number in this field.

The account number displays as masked except for last four digits when it is in Confirmed status.

Reenter IBAN or Sort Code +

Account Number Reenter the IBAN code or Sort Code + Account Number.

Settlement Account Number

(HSBC bank only)

Enter the account information for the debit transactions in this

field.

The account number should be 8 digits numeric.

Building Number and Road Postal address provided to the bank for this bank account. Either the Building Number and Road or the Building Name field must be completed.

Building Name Postal address provided to the bank for this bank account. Either

the Building Number and Road or the Building Name field must be completed.

Town Postal address provided to the bank for this bank account.

Locality Postal address provided to the bank for this bank account.




account.




Field Description


Number


account.



account.


Number


account.


PRE-FUND

United Kingdom Pre-Fund Bank Account Fields

Field Description


Account Currency This field will display the account currency based on the selected Account Country. UK funding accounts can either use GBP or Euro.

Funding Type PRE-FUND



Bank Name Bank of America.

SWIFT Code BOFAGB22

IBAN Client's assigned IBAN

BACS Sort Code 301235

CHAPS Sort Code 165050

Local Account Number The client's assigned 8-digit local account number

Building Number and Road 2 King Edward Street

Town London

Postal Code EC1A 1HQ





United Kingdom Pre-Fund Bank Account Fields

Field Description


Number


account.



account.


Number


account.


User Bank Account Fields by Country

United States


Field Description

Routing Number The identification number for the bank.

Bank Account Number The number of the account.

Account Type Specifies whether the account is Checking or Savings.

Active Select the account status in the list.

Australia


Field Description

BSB Code The BSB Code for the bank account.


Bank Name The name of the bank hosting the account.

Branch Location The location of the branch of the bank that the account was

opened at.

Active Choose whether the account is active.

Full Legal Name of Account

Owner The name associated with the account.




Field Description

Address Line 1 The first line of the employee’s address that is on file with their

bank (not the address of their bank.)

Address Line 2 The second line of the employee’s address that is on file with their


City The city of the employee’s address that is on file with their bank

(not the address of their bank.)

Region The region of the employee’s address that is on file with their


Postal Code The postal code of the employee’s address that is on file with their bank (not the address of their bank.)

Canada


Field Description

Branch Number The five-digit Branch Number.

Institution Number The three-digit Institution Number.



Euro

Euro Bank Account Fields

Field Description

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT code is a standard format of Bank Identifier Codes. It is the unique identification code of a particular bank.


4 characters - bank code (only letters)

2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)




Field Description

IBAN The two-character country code, followed by two check digits and

then the bank identifier and account number, typically derived from the domestic account number.

Format:

Austria: AT2!n5!n11!n

Length: 20

Belgium: BE2!n3!n7!n2!n

Length: 16

Denmark: DK2!n4!n9!n1!n

Length: 18

Finland: FI2!n6!n7!n1!n

Length: 18

France: FR2!n5!n5!n11!c2!n

Length: 27

Germany: DE2!n8!n10!n

Length: 22

Greece: GR2!n3!n4!n16!c

Length: 27

Ireland: IE2!n4!a6!n8!n

Length: 22

Italy: IT2!n1!a5!n5!n12!c

Length: 27

Luxembourg: LU2!n3!n13!c

Length: 20

Netherlands: NL2!n4!a10!n

Length: 18

Portugal: PT2!n4!n4!n11!n2!n

Length: 25

Spain: ES2!n4!n4!n1!n1!n10!n

Length: 24

Sweden: SE2!n3!n16!n1!n

Length: 24

Switzerland: CH2!n5!n12!c

Length: 21

United Kingdom: GB2!n4!a6!n8!n

Length: 22


Bank Name Name of the bank branch

Branch Location Bank branch location as defined by the bank.





Field Description


Owner Name the bank account was opened under.

Address Line 1 The address the employee provided the bank for this bank

account. Not the address of the bank.



City The City for the postal address the employee provided the bank

for this bank account. Not the address of the bank.

Region The Region for the postal address the employee provided the bank for this bank account. Not the address of the bank.

Postal Code The Postal Code for the postal address the employee provided the bank for this bank account. Not the address of the bank.

Japan

Expense Pay is not yet available in Japan. If you are new client and want to receive

the Zengin File and provide it to your bank, contact Shared Technical Services (STS)

to be configured and implemented.

If you have already implemented Expense Pay APA in one or more countries, are

already live there, and you want to add the configuration for the Zengin File, contact

Advantage Technical Services (ATS) to be configured and implemented.

Japan Bank Account Fields - Zengin Pay File

Field Description



Account Country.

Account Display Name This name appears in the funding account in the Create/Edit

Batch Definitions page and on the Monitor Batches > View Funding > Direct Debit page.

NOTE: The Reimbursement Auditor user role can view the

funding account name but not the details. The funding account name should be clear and descriptive.

Available For Reimbursement Managers in the selected groups will be able to

access the funding account.

Active Specifies whether this funding account is active or inactive.

EFT Requestor ID 10-digit EFT Requestor ID; numeric, required.

Account Holder's Name 40-character text field (Japanese and Western characters);

required.

Bank Number 4-digit numeric; required



Japan Bank Account Fields - Zengin Pay File

Field Description


Branch Number 3-digit numeric; required.

Branch Name 15-character text field (Japanese and Western characters);

required.

Account Type ick list (values are Savings and Checking); required.

Account Number 7-digit numeric; required.



account.


Number


account.



account.




Refer to the Zengin Bank File Extract Fact Sheet for more information.

Mexico

Mexico Bank Account Fields

Field Description

Bank Country The country the bank is located

Bank Currency MXN.

CLABE A unique 18-digit number used to identify account holders.

Re-type CLABE Re-enter a unique 18-digit number used to identify account holders.

Bank Account Number

Bank Name Name of the bank.






Mexico Bank Account Fields

Field Description




account.


account.


for this bank account.

State The State for the postal address the employee provided the bank for this bank account.

Postal Code The Postal Code for the postal address the employee provided the bank for this bank account.

New Zealand


Field Description

Bank Country The country the bank is located

Bank Currency The currency of the country the bank is located.

Bank Code 2-digit number of the bank.

Branch Number 4-digit number of the branch.

Account Number The 7-digit number of the account.

Suffix 2- or 3-digit suffix number to the account number.

Re-enter Bank Account

Number and Suffix

A combination of the account number and the suffix.








account.

Address Line 2 The address the employee provided the bank for this bank account.

Town/City The Town/City for the postal address the employee provided the bank for this bank account.




Field Description

Postcode The Postcode for the postal address the employee provided the

bank for this bank account.

Singapore

Singapore Bank Account Fields

Field Description

Bank Code 4 digit bank code.

Branch Code 3 digit bank branch code.

Bank Account Number Bank account number.




Full Legal Name of Account Owner

Name the bank account was opened under.

Address Line 1 The address the employee provided the bank for this bank account. Not the address of the bank.


Town The Town for the postal address the employee provided the bank


Postcode The Postcode for the postal address the employee provided the

bank for this bank account. Not the address of the bank.

Sweden

Sweden Bank Account Fields

Field Description

Bank Currency Select either SEK or Euro.

SWIFT Code Also known as SWIFT-BIC, BIC code and SWIFT ID, a SWIFT code is a standard format of Bank Identifier Codes. It is the unique

identification code of a particular bank.


4 characters - bank code (only letters)

2 characters - country code (only letters) 2 characters - location code (letters and digits) 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)



Sweden Bank Account Fields

Field Description

IBAN The two-character country code, followed by two check digits and


Format: SE2!n3!n16!n1!n

Length: 24












Region The Region for the postal address the employee provided the bank


Postal Code The Postal Code for the postal address the employee provided the


Switzerland

Switzerland Bank Account Fields

Field Description

Bank Currency Select either CHF or Euro. The following fields reflect CHF.

IBAN The two character country code, followed by two check digits and


Format: CH2!n5!n12!c

Length: 21









Switzerland Bank Account Fields

Field Description







Region The Region for the postal address the employee provided the bank


Postal Code The Postal Code for the postal address the employee provided the bank for this bank account. Not the address of the bank.

United Kingdom

United Kingdom Bank Account Fields

Field Description

Bank Currency Select either GBP or Euro. The following fields reflect GBP.

IBAN or Sort Code + Account

Numbers IBAN:

The two character country code (GB), followed by two check digits and 18 alphanumeric characters for the domestic bank account number.

Example: GBkk BBBB SSSS SSCC CCCC CC

B = alphabetical bank code, S = sort code (often a specific

branch), C = account number.

Sort Code + Account Number:

A local account number.

Example: SSSS SSCC CCCC CC

S = sort code (often a specific branch), C = account number.






Building Number and Road The Building Number and Road for the postal address the

employee provided the bank for this bank account.

Building Name The Building Name for the postal address the employee provided

the bank for this bank account. Optional.

Town The Town for the postal address the employee provided the bank




United Kingdom Bank Account Fields

Field Description

Locality The Locality for the postal address the employee provided the

bank for this bank account. Optional.

Postal Code The Postal Code for the postal address the employee provided the


Expense: Expense Pay...electronically in payment batches, which are collections of payment demands. Definitions Batch: A collection of payment demands scheduled for payment. One payment

Documents