Expense: Expense Pay User Guide for Concur Professional ...
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Table of Contents
Section 1: Permissions 1
Section 2: Overview 1
Expense Pay 1
Companion Guide 1
Definitions 1
Expense Pay Country Availability 3
The Payment Manager Pages 4
Expense Pay Payment Processes 5
Section 3: Preparing for the Expense Pay Service 6
Expense Pay Setup Process 6
Section 4: Expense User Procedures 9
Employee Banking Information in Profile 9
Employee Bank Account Confirmation (Expense Pay Classic Only) 14
Payment Status in the Report Payments Window 15
Expense User Email Notification Text 17
Account Confirmation is Sent 17
Changing Bank Account Information 17
Report Payment Completed Successfully 18
Payment to Card Issuer Completed Successfully 18
Payment to User Bank Account was Denied 18
Cash Advance Payment Completed Successfully 18
Section 5: Accounting Activity Reconciliation 19
Overview 19
Tracking payments through the process 19
Reconcile Bank Statements with Expense Pay Payments 20
Troubleshoot Discrepancies 21
Pay Strategies 21
Section 6: Special Cases 23
Processing Reports with a Negative Amount Due To a Card Issuer 23
Notifications of Change 26
When the Employee’s Reimbursement Currency is Different than the Billing Currency of the Card 26
When the Payment to an Employee Fails 27
When a Payee is Terminated During the Reimbursement Process 27
Section 7: Information Security 27
Employee Bank Information 27
Section 8: Country Specific Information 28
Debit Authorization Process by Country 28
United States 28
Australia 29
Canada 29
United Kingdom 29
(Eurozone) Austria, Belgium, Denmark, Finland, France, Germany, Greece, Ireland, Italy, Luxembourg, Netherlands, Portugal, Spain, Sweden, Switzerland 30
Hong Kong, China 31
New Zealand 31
Singapore 32
Payment Process by Country 33
United States 33
Australia 33
Canada 34
Euro 34
Hong Kong, China 36
India 36
Japan 37
Mexico 40
New Zealand 41
Singapore 41
United Kingdom (UK Pound Sterling) 42
User Bank Account Fields by Country 43
United States 43
Australia 43
Canada 44
Hong Kong, China 44
India 45
Japan 45
Mexico 46
New Zealand 47
SEPA 48
Singapore 50
United Kingdom 51
Revision History
|Date |Notes / Comments / Changes |
|August 27, 2021 |Updated instances of "payment-processing p…" to "payment provider" |
|March 20, 2021 |Updated the Debit Authorization Process by Country section for Hong Kong, China to include (the newly |
| |added for Hong Kong, China) Customer's Reference Number field by adding this note: "The Customer's |
| |Reference Number is required and will be provided by SAP Concur." |
|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 8, 2021 |Updated the copyright; added Concur to the cover page title; cover date not updated |
|April 13, 2020 |Renamed the Authorization Request check box to Request on the guide’s title page |
|April 13, 2020 |Updated the copyright; no other changes; cover date not updated |
|January 2, 2020 |Updated the copyright; updated China terminology to Hong Kong |
|December 18, 2020 |Clarified timing in the Payment Process by Country section |
|September 23, 2019 |Added North America retirement dates for USD and CAD: Sept 1, 2019 to the Expense Pay Country |
| |Availability section |
|August 10, 2019 |Minor edits |
|January 16, 2019 |Clarified that the user's bank account information is not masked only when a payment to the user bank’s |
| |account failed |
|January 7, 2019 |Updated the copyright; no other changes; cover date not updated |
|November 17, 2019 |Added Accounting Extract Reconciliation to the list of Payment Manager pages |
|August 9, 2018 |Updated the Accounting Activity Reconciliation reference from the Accounting Extract Reconciliation |
| |Tools Fact Sheet (superseded) to the Expense Pay: Expense Pay Extract Specification |
|April 19, 2018 |Removed reference to Bambora. Minor text edits where payment provider is mentioned |
|April 5, 2018 |Changed the check boxes on the front cover; no other changes; cover date not updated |
|March 17, 2018 |Changed consent term from "Agree" to "Authorize" for Expense Pay. |
| |Abridged this Revision History table |
|March 7, 2018 |Updated the copyright; no other changes; cover date not updated |
|November 4, 2017 |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 |
| |• American Express - EMEA - South Africa |
| |• American Express - EMEA - Poland |
| |• American Express - EMEA - Greece |
|June 3, 2017 |Changed instances of Beanstream to Bambora. |
|May 16, 2017 |Clarified the Estimated Payment Date in the description of the Initiated Status. |
|March 18, 2017 |Added mention of new inactivate button (available to Admins on the Employee Banking page of Payment |
| |Manager.) |
|February 9, 2017 |Added clarification to the section When the Employee’s Reimbursement Currency is Different than the |
| |Billing Currency of the Card |
|January 4, 2016 |Updated all instances of GIRO to Interbank GIRO. |
|December 14, 2016 |Changed copyright and cover; no other content changes. |
|December 12, 2016 |Updated the guide content to new corporate style; no content changes. |
|October 28, 2016 |Updated the Permissions section and guide content to new corporate style; no content changes. |
|August 12, 2016 |Renamed from Expense Pay User Guide to Expense Pay Classic User Guide and updated for the release of |
| |Expense Pay Global. |
| |For more information about Expense Pay Global, refer to these |
| |new guides: |
| |Expense: Expense Pay Global User Guide |
| |Expense: Payment Manager for Expense Pay Global User Guide |
|February 19, 2016 |Updated all references in the User Bank Account Fields by Country section to an employee's address to |
| |clarify that the address needs to be the address the employee provided to their bank for this account, |
| |not the address of the bank. |
|January 25, 2016 |Changed references to the import/extract guide; no other changes. |
|October 8, 2015 |Corrected updated list of banks that support negative remittance. |
|October 2, 2015 |Updated list of banks that support negative remittance. |
|August 14, 2015 |Updated the report payee details status table (Extract Activity Reconciliation Process section) to |
| |clarify that payments may be aborted, while accounts may be failed. |
|March 13, 2015 |Added Citibank Visa Canada to the list of banks that support negative remittance. |
|March 3, 2015 |Corrected Hong Kong Direct Debit Authorisation Form steps from must populate Debtor's Reference to must |
| |not change the pre-populated value. |
|February 17, 2015 |Removed references to the current UI; no other content changes |
|January 16, 2015 |Updated the screen shots to the enhanced UI; no other content changes |
|November 21, 2014 |Updated the Japan User Bank Account Fields by Country section. |
|October 17, 2014 |Updated list in Processing Reports with a Negative Amount Due To a Card Issuer section. |
|September 16, 2014 |Added information about two user interfaces; no other content changes. |
|August 15, 2014 |Added Danish Krone as a supported Expense Pay currency. |
|July 11, 2014 |Added Japan as a supported Expense Pay country. |
|May 16, 2014 |Updated Mexico Payment Process info. |
|May 1, 2014 |Restored user bank account confirmation information, updated Definitions. |
|April 11, 2014 |Moved the Payment Manager procedures to the new Payment Manager User Guide. |
|March 26, 2014 |Updated Japan information. |
|March 17, 2014 |Added Expense Pay Country Availability, updated Euro and credit card verification information. |
|February 2014 |Updated the Batch Definitions section with new setting, removed the Expense Pay Settings section as the |
| |one setting has been moved to batch definitions. Renamed the Bank Account Fields by Country section to |
| |Country Specific Information, moved more information into that section. |
|January 2014 |Update the batch scheduling section with the new weekly (multiple days in a week) schedule. |
|November 25 2013 |Updated a Reschedule Batch Id screenshot in the Rescheduling Batches section. |
|November 2013 |Added a new card program that accepts negative amounts: American Express India. |
|September 2013 |Some minor documentation updates. |
|August 2013 |A new card program has been added that accepts negative amounts: ScotiaBank Visa US and Canada. Some |
| |minor documentation updates. |
|July 2013 |Added Expense Pay Prefund Payment Process for India. Added the following cards that accept payment |
| |process: Bank of America India. |
Expense Pay
Permissions
A company administrator may or may not have the correct permissions to use this feature. The administrator may have limited permissions, for example, they can affect only certain groups and/or use only certain options (view but not create or edit).
If a company administrator needs to use this feature and does not have the proper permissions, they should contact the company's SAP Concur administrator.
Also, the administrator should be aware that some of the tasks described in this guide can be completed only by SAP Concur. In this case, the client must initiate a service request with SAP Concur Customer support.
Overview
Expense Pay
Expense Pay employs Electronic Funds Transfer (EFT) to move funds from one bank account to another. Expense Pay automates the generation of payments for:
• Reimbursement of out-of-pocket expenses that employees report on expense reports from a payer (the employee's employer) to a payee (the employee) and
• Distribution of approved cash advances from a payer (the employee's employer) to a payee (the employee) and
• Remittance of expenses that employees report on expense reports that are paid with a credit/charge card
The payments are transferred electronically in payment batches—collections of payment demands—organized by batch definitions.
Companion Guide
Many of the Expense Pay procedures are documented in the Payment Manager User Guide. Both the Expense Pay User Guide and the Payment Manager User Guide are necessary to manage the Expense Pay service.
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 Employee Bank Account Confirmation (Expense Pay Classic Only) section of this guide.
Funding System: Beginning in 2016 SAP Concur is moving to an enhanced system for managing payment execution and there will be a period of time and a subset of clients who use one or both of these types of funding accounts:
• Classic is the historical SAP Concur Expense Pay type of funding account that utilizes a direct relationship with a bank for moving funds.
• Global is the new SAP Concur Expense Pay type of funding account that utilizes a relationship with a payment provider to execute moving funds.
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.
Expense Pay Country Availability
Expense Pay Classic is available for the following countries and currencies:
|Region |Country |Currency | |
|North America |Canada |CAD |IMPORTANT: As of September 1, 2019, for USD and CAD |
| | | |currencies, the SAP Concur Expense Pay – Global product |
|NOTE: SAP Concur does | | |has now replaced our legacy Expense Pay (classic) |
|not support clients | | |offerings (including NA Pay, EMEA Pay, and APA Pay.) |
|adding new currencies | | | |
|in this geographical | | | |
|area. If a client has | | | |
|already implemented | | | |
|and is using these | | | |
|currencies with the | | | |
|classic product, they | | | |
|can continue using | | | |
|these until they are | | | |
|migrated to the new | | | |
|platform or until the | | | |
|defined sunset date. | | | |
| |Mexico |MXN | |
| |United States[1] |USD |IMPORTANT: As of September 1, 2019, for USD and CAD |
| | | |currencies, the SAP Concur Expense Pay – Global product |
| | | |has now replaced our legacy Expense Pay (classic) |
| | | |offerings (including NA Pay, EMEA Pay, and APA Pay.). |
|EMEA |Austria |EUR | |
| | | | |
|NOTE: SAP Concur does | | | |
|not support clients | | | |
|adding new currencies | | | |
|in this geographical | | | |
|area. If a client has | | | |
|already implemented | | | |
|and is using these | | | |
|currencies with the | | | |
|classic product, they | | | |
|can continue using | | | |
|these until they are | | | |
|migrated to the new | | | |
|platform or until the | | | |
|defined sunset date. | | | |
| |Belgium |EUR | |
| |Denmark |DKK|EUR | |
| |Finland |EUR | |
| |France[2] |EUR | |
| |Germany |EUR | |
| |Greece |EUR | |
| |Ireland |EUR | |
| |Italy |EUR | |
| |Luxembourg |EUR | |
| |Netherlands |EUR | |
| |Portugal |EUR | |
| |Spain |EUR | |
| |Sweden |SEK|EUR | |
| |Switzerland |CHF|EUR | |
| |United Kingdom |GBP|EUR | |
|APA |Australia |AUD | |
| |Hong Kong, China |HKD | |
| |India |INR | |
| |New Zealand |NZD | |
| |Singapore |SGD | |
|Japan |Japan[3] |JPY | |
The Payment Manager Pages
The Payment Manager page contains the Expense Pay functionality available in the current user interface.
• Monitor Batches page:
o View Batches tab: Displays the list of open batches, by batch configuration. The Reimbursement Manager can search for historical batches, reschedule open batches, view payment demand details including audit trail, or view report summary information. This tab allows users to search for status and details on batches. This includes views by funding account, batch status or dates, allowing flexibility of monitoring tasks.
o View Funding tab: Displays the details related to each funding account for the transactions processed by Expense Pay for that batch. Only Expense Pay clients use this tab.
o Bank Statements tab: For Expense Pay (only), displays data related to pre-fund accounts in a format similar to a bank statement.
o Accounting Extract Reconciliation tab: For Expense Pay (only), allows the Reimbursement Manager to view the extract entries associated with Expense Pay payments.
• Monitor Payees page:
o Report Payees tab: Provides an expense report-centered view into expense report reimbursement. The Reimbursement Manager uses this page to see the status of expense reports processed by the system.
o Cash Advance Payees tab: Provides the cash advance-centered view into Cash advance reimbursement. For Expense Pay (only), the Reimbursement Manager uses this page to see the status of cash advances processed by the system.
o Employee Banking tab: For Expense Pay (only), displays a list of employee bank accounts with status, and allows the administrator to view account history, reconfirm failed accounts, and inactivate accounts.
• Configure Batches Page:
o Funding Accounts tab: Displays the list of bank accounts that Expense Pay will draw funds from in order to pay employees or card issuers. The Reimbursement Manager uses this page to create funding accounts for payments. For Expense Pay (only), these accounts are associated with payees on the Batch Definitions page.
o Card Programs tab: Displays the (list of card) programs that are currently configured as payees for Expense Pay. The Reimbursement Manager uses this page to create and manage card programs for payments. For Expense Pay (only), these programs are associated with funding accounts on the Batch Definitions page.
o Batch Definitions tab: Displays the full details for each type of batch. The Reimbursement Manager uses this page to create and maintain the batch definitions that control the organization and timing of payment batches.
← For Payment Manager procedures, refer to the Payment Manager User Guide.
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.
Preparing for the Expense Pay Service
Prior to activating this service, please review the information in this document and either take action to implement any outstanding steps or consult a SAP Concur Customer support representative for more information.
The steps below are in a first-to-last order; however, some of the procedures listed below may have already been 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.
1. Gather Bank Account Information. Once SAP Concur activates the service, you will enter the information for the funding bank accounts so that Expense Pay can send payments to your employees. You will need to gather this information from your bank. The information required to create funding accounts varies by currency. If you need to get any additional information from your bank to complete the setup process, your implementation consultant will provide you with the appropriate form(s).
□ Once SAP Concur activates the service, you will enter the information for the funding bank accounts so that Expense Pay can send payments to your employees. You will need to gather this information from your bank. The information required to create funding accounts varies by bank. If you need to get any additional information from your bank to complete the setup process, your implementation consultant will provide you with the appropriate form(s).
2. Gather Company Card Program Information. Once SAP Concur activates the service, you will enter the information for the incoming card feed so that Expense Pay can send payments to your card issuers. In some cases, you will need to gather this information from your card issuers. The information required to create card programs varies by card issuer. If you need to get any additional information from your card issuer to complete the setup process, your implementation consultant will provide you with the appropriate form(s). If SAP Concur does not currently support your company card provider, contact your implementation consultant to begin the process to request evaluation for certification of the card provider for use with Expense Pay. Not all card requests will be approved for certification and the process and prioritization can take over a year.
3. Activate Expense Pay Service.
An Implementation Consultant or SAP Concur Customer support Analyst at SAP Concur activates the Expense Pay service for you. Then you will:
□ Grant the Reimbursement Manager Role: You can choose to have SAP Concur or your authorized employee administrator grant this role to an employee at your site.
□ Create Funding Bank Accounts: Using the information mentioned above, set up one or more bank accounts that Expense Pay will use to fund payments to employees or card issuers. Later, you will use these in setting up Batch Definitions to pay employees or card issuers.
□ Create Card Programs: Using the information mentioned above, set up any card programs that SAP Concur will pay using Expense Pay. Later, you will use these in setting up Batch Definitions to pay card programs.
□ Create Batch Definitions: Batch Definitions control the timing and funding accounts for payments to employees and card issuers. Batch Definitions use Expense Groups (groups of employees) to establish the timing and funding accounts Expense Pay will use to reimburse various groups of employees. You will create a Batch Definition for each Expense Group that uses a different funding bank account or reimbursement schedule. For paying card issuers you will create a Batch Definition for each Card Program including the funding account and reimbursement schedule to pay the Card Program. Users with the Reimbursement Manager role use the Payment Manager tool to create Batch Definitions.
N If you use Cash Advances, they will also require batch definitions.
□ (Optional and Recommended) Enable the Bank Information Link in Profile: If you prefer that employees input their bank account information (recommended), you can enable the link in the batch definition for the desired group. Once this feature is enabled, your employees will see a link named Bank Information in Profile, where they can enter and update their bank account information.
□ Regardless of whether employee banking information is initially entered into SAP Concur using an import or whether employees manually enter that information, it is an important best practice policy that each employee, not administrators, own the accuracy of their employee banking information. Additionally, you should never select BOTH import and employee edit at the same time – this will cause employee changes to be overridden and payments to be rejected.
If you intend to import employee banking information, request the associated file specification from a SAP Concur Customer support representative.
4. Concur Validates Employee Banking Information. Behind the scenes, Expense Pay validates the employee bank account information when an employee or administrator enters it.
N During an Employee Import, validation of employee bank account information does not occur. If imported, SAP Concur validates bank account information when the employee's first expense report is processed.
Any employee bank account that fails the validation is marked as Failed on the employee's Profile Bank Information page.
□ Expense Pay Timeline for Confirmation Payments.
The following is the minimum amount of time required for the initial validation process. The actual time may be longer based on the response time of the banks involved and the country’s payment processes.
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← For more information, refer to the Payment Process by Country section in this guide.
5. Concur Validates Funding Account Information. Behind the scenes, Expense Pay validates the funding bank account information when it is entered by the administrator. Any funding accounts that fail the validation are marked as Failed and an email notification is sent to the Reimbursement Manager.
6. (Optional) Client Runs 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 that involve all associated roles, validating each report to confirm that each of your employees and each card issuer is properly reimbursed and the expense reports properly processed.
Expense User Procedures
Expense users view and manage their personal bank account information on the Profile > Profile Settings > Bank Information page. 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 an employee 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, which they can access if the user is logged in as the employee and not a delegate or proxy.
N If this was not activated during implementation, you can enable the Bank Information link in the batch definition for the group. For more information, refer to the Payment Manager for Expense Pay Classic User Guide.
• To access employee bank information:
1. Click Profile > Profile Settings.
7. Click Bank Information (left menu). The Bank Information page appears.
[pic]
N The specific fields are different for each employee reimbursement currency.
• To view bank account status and history:
• Current Account: On the Bank Information page, review the details in the Status field.
[pic]
The possible options are:
|Status |Description |
|Confirmation Initiated |The account confirmation transaction has been created but has not begun processing. Processing|
| |will begin within one banking day. |
|Processing Confirmation|The account confirmation transaction has begun processing. The employee should verify the |
| |payment to their account in two banking days. |
|Confirmed |Displays when 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.
[pic]
N This example shows field for US Banking Information.
← For all supported currencies, refer to the User Bank Account Fields by Country section of this guide.
|Column |Description |
|Routing Number |The number of the bank associated with this account. |
| |NOTE: This field label will change based on the bank country. |
| |Refer to the User Bank Account Fields by Country section of this guide for the |
| |country-specific field labels. |
|Bank Account Number |The account number. |
| |NOTE: This field label will change based on the bank country. |
| |Refer to the User Bank Account Fields by Country section of this guide for the |
| |country-specific field labels. |
|Account Type |Type of account: Checking or Savings. |
|Activity |The activity of the bank account. Possible options are: |
| |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. |
• To set up employee bank account information:
1. On the Add/Edit Bank Account or Bank Information page, enter bank account information. SAP Concur fills in the Bank Currency field automatically based on the user's reimbursement currency.
← For more information, refer to the User Bank Account Fields by Country section of this guide.
8. Click OK.
After you enter and save the routing and account numbers, SAP Concur masks all but the last four digits of the numbers. The full numbers only appear if the account has the Failed status, allowing the user to make corrections.
Employee Bank Account Confirmation (Expense Pay Classic Only)
N There is no account confirmation step when employee bank information is set up using an Employee Import, nor when using Expense Pay Global. Expense Pay assumes that the account information is accurate and sets the account to Confirmed as long as the fields contain correctly formatted data.
Account Confirmation is a function designed to reduce the frequency of rejected payments caused by errors in employees' banking information. Expense Pay validates employee bank information by sending a small transaction (the amount varies by country based on local clearing rules) 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.
N There must be at least one funding account that does not have the status of Failed before SAP Concur can sent account confirmation batches. SAP Concur can send the account confirmation batches while the funding account is in the confirmation process.
Account Confirmation Process
• Day 0:
□ New bank account information is entered in the employee's profile through the Profile page prior to the beginning of the Overnight Processing (ONP) period.
□ The account status is marked as Unconfirmed.
□ Expense Pay places a payment demand containing the new account information in the View Batches tab of the Monitor Batches page and Account Confirmation Batch, viewable in the Current Batch List of Payment Manager.
• Day 1:
□ Expense Pay sends the Account Confirmation to the EPE for processing.
□ The employee's bank account status is changed to Confirmed in the Status field of the employee's Profile page.
□ Account Confirmation Completed Successfully email notification is sent to employee.
□ 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 status of the associated payment demand is set to Failed in the Payment Demand List page for the batch.
• The employee's bank account status is set to Failed in the Status field of the employee's Profile page.
• 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.
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.
[pic]
3. Select Details > Report Payments.
[pic]
9. Review the information in the Report Payments window.
[pic]
The possible statuses are:
|Status |Description |
|Initiated |The payment was initiated, but has to be released by your organization for processing. The |
| |Estimated Payment Date is roughly estimated (based on the date your organization has scheduled |
| |to release the payment for processing) by adding an average processing time of three weekdays. |
| |NOTE: The exact time will vary by country, holidays, and weekends. |
| |For more information on your country's processing time, refer to the Payment Process by Country |
| |section of this guide. |
|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 is not 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 Profile > Profile Settings > Bank 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 Profile > Profile |
| |Settings > Bank 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 |
| |Profile > Profile Settings > Bank 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 has not 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. |
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.
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:
Projected Payment Date:
Link To Concur Expense:
http://
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 ,
On 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 for the amount due to you.
Report ID:
Amount Due to Employee:
Projected Payment Date:
Link To Concur Expense:
http://
Payment to Card Issuer Completed Successfully
Expense Pay has arranged payment of your expense report named for the amount due to your company card issuer.
Report ID:
Amount Due to Card Issuer:
Projected Payment Date:
Link To Concur Expense:
http://
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:
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.
Link To Concur Expense:
http://
Cash Advance Payment Completed Successfully
The following is the email notification that is sent out:
Cash Advance Payment Completed Successfully
Expense Pay has arranged payment of your cash advance named .
Amount:
Projected Payment Date:
Link To Concur Expense:
http://
Accounting Activity Reconciliation
Overview
The Reimbursement Manager and Payment Manager tools provide information that can be used to reconcile accounting extract information and funding account activity with Expense Pay payments.
← For more information, refer to the Expense Pay: Expense Pay Extract Specification.
Funded amounts appearing on bank statements may not have their associated report payees extracted in the Standard Accounting Extract for two reasons:
• The SAE Job has yet to run
• The SAE Job has a filter that is excluding the report from extract
The View Funding page of Payment Manager is the reconciliation tool for the Bank Statement Centric process. The page:
• Makes it easy to ensure funded amounts have been extracted.
• Lists funded and returned amounts.
• Displays one row per funding account for each banking day.
• Has columns for:
□ Funding Account Identification
□ Total Funding Amount
□ Returned Amount
Tracking payments through the process
The Reimbursement Manager 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
← For more information on viewing the payment demand audit trail. Refer to the Managing Payment Demands section of the Expense: Payment Manager for Expense Pay Classic User Guide.
• 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
Reconcile Bank Statements with Expense Pay Payments
Using the example of a funding amount of $78.15 USD, withdrawn 8/8/2012, the following procedure describes reconciling a bank statement amount with Expense Pay payments.
• To reconcile a bank statement amount with Expense Pay payments:
1. On the bank statement for the desired funding account, identify a withdrawal (for a funding amount) or deposit (for a returned amount) initiated by SAP Concur. The transaction description will include the word CONCUR.
10. In Payment Manager, click View Funding. The Direct Debit tab displays.
11. To select date for the bank statement that you want to search for, set your date range by selecting the Init Date (From) and Init Date (To).
12. Click Search.
13. Identify the funding account row and init date that corresponds to the desired funding or returned amount.
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14. Verify the Total Amount in the row matches the amount on the bank statement.
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N To view the details of the selected transaction, click the + sign.
15. To ensure that the amount extracted to your financial system through the Standard Accounting Extract matches the amount on the bank statement, click the Trace Number link to check that the Extracted Amount matches the Total Amount or Returned Amount. If these match, your reconciliation is complete. You know that the amount on the bank statement matches the amount extracted to your financial system. If these do not match, there are two possible courses of action:
□ If the batch schedule runs more frequently than the SAE schedule, this is expected on the days preceding the SAE. Revisit the View Funding page after the SAE job runs. The two amounts should now match.
□ If the SAE job that should have included these report payees has run and the report payee is still not extracted, follow the process below.
Troubleshoot Discrepancies
Pay Strategies
• To use the Funding Amount Details page to determine the discrepancy:
N The Funding Amount Details page is currently not available with Expense Pay Global.
1. Click the Trace Number to view the Funding Amount Details page, which contains a list of the payment demands included in the funding or returned amount.
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16. Among the items you can verify on this page are:
□ That all the payment demands that constitute the funding or returned amount were extracted and the extracted amount equals the funding amount. To view this information, select a trace number in the Trace Number column located on the View Funding tab. The value in the Amount column should match the Extracted Amount column. If they do not match, contact SAP Concur Customer support so they can investigate the cause.
□ Payment demands not yet extracted. Click the Payment Demand ID link to view report summary.
□ Report summaries. Click the Report Name link for this information.
□ Audit trails of the reports. Click the Report ID link for this information.
□ Click the Payment Demand ID to view the payment demand details such as the Report Name or Report ID. If you have access to Expense Processor, you can use Expense Processor to view this expense report to discover why the report has yet to be extracted.
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Special Cases
This section covers information about special situations that may occur during the Expense Pay process.
Processing Reports with a Negative Amount Due To a Card Issuer
Certain company card issuers now 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:
1. $350
17. $220
18. -$120
19. -$160
20. -$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 ($300) to the next batch, and then processes the batch, sending a total of $290 to the company card issuer, along with the instructions for the negative amounts.
The negative amount reports will appear in the Standard Accounting Extract with column #128 set to 1, meaning they were processed by Expense Pay.
Important note
This functionality is only available with certain card issuers. The card types that currently support this 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
N If you have an audit rule in place to prevent users from submitting a report with a net credit, the rule must be inactivated to allow them to use this feature.
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 Reimbursement Manager or the employee. This functionality is not available for bank accounts outside the US.
When the Employee’s Reimbursement Currency is Different than the Billing Currency of the Card
Employees can sometimes have a different reimbursement currency than the billing currency of their company card. Expense Pay can pay the employee in one currency while the company card is paid in a different currency.
Expense Pay evaluates each report payee individually, so the amount due the card issuer is processed separately from the amount due the employee. In order to process the card issuer report payee, Expense Pay needs a card program definition that:
• Applies to the report’s expense group
• Has a funding account with a currency equal to the transaction’s posting currency
• Has a Card Program that has a billing currency that matches the country of origin
N This can be verified by reviewing the Issuer Identification Numbers (IINs) associated with the card program in Payment Manager.
For example:
A Canadian employee is reimbursed in CAD, but uses a company card that is billed in USD.
Required setup:
• Two funding bank accounts, one using CAD located in Canada and one using USD located in the US
• User’s banking information entered and confirmed
• Card program configured to use USD
Results:
Employee’s report transactions split into two groups:
1. Non-card entries are paid to the employee from the CAD funding account
21. Card entries are paid to the company card issuer from the USD funding account
N Concur Expense Pay only supports in country, in currency payment transactions, EUR zone countries are considered in country.
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.
• 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.
When a Payee is Terminated During the Reimbursement Process
When a payee is terminated and has outstanding expense reports:
• A user with the Expense Proxy Logon role should submit any unsubmitted expense reports for the employee.
• The employee should be marked Inactive in User Administration.
• Expense Pay will process the payment demands normally.
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.
For EMEA clients, pay data is stored in SAP Concur's EMEA data center – not the US data center.
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.
N The employee bank account information can be displayed in the Expense Pay extract file. This file is intended to be read only by data integration programs and not individuals. The client’s data integration program determines whether to import this information into their financial system. It is up to the client to secure this sensitive information in their financial system. If the client allows people to view this file then it is possible for someone other than employees to see employee bank account information. Clients may request a version of the Expense Pay Extract that blanks the employee bank account fields.
• 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 not masked in the field (ex. XXXXXX123) by design if a payment to the user bank’s account failed. Employees need to see their entire bank account information because they are responsible for managing this information. Employees must be able to validate that the routing and account numbers are correct over an indefinite period of time. 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.
Country Specific Information
Concur Expense Professional supports the countries shown here. 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.
22. You must complete and sign one Direct Debit Request (DDR) per bank account to be debited.
23. Check with your bank before completing the Direct Debit Request if you have any queries about how to complete the Direct Debit Request.
24. 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.
25. 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.
26. You may provide a copy of the signed PAD to your bank if your bank so requests.
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.
27. 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.
28. Follow the steps in the UK Funding Instructions document.
29. 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.
30. Wait to set up your funding bank account in Payment Manager until your bank confirms to you that they have completed the reverse wire setup.
(Eurozone) Austria, Belgium, Denmark, Finland, France, Germany, Greece, Ireland, Italy, Luxembourg, Netherlands, Portugal, 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.
31. 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).
32. 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.
33. You must also provide a signed copy of the mandate to your bank. The mandate includes SAP Concur’s 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.
34. 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 needed to do.
35. 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.
Hong Kong, China
Debit Mechanism: Direct Debit (Autodebit)
Form: Direct Debit Authorisation Form
• Steps:
1. You must complete one Direct Debit Authorisation form per bank account.
N Do not change the pre-populated value in the Debtor’s Reference field.
N The Customer's Reference Number is required and will be provided by SAP Concur.
36. The form must be signed by an authorised signatory at your company for the Hong Kong Dollar account.
37. Mail the completed, signed form to the address in the instructions.
38. The form will be routed by SAP Concur’s bank in Hong Kong, China (Bank of America) to your bank in Hong Kong, China to set up the direct debits (Autodebit) to your HKD account.
39. Wait to set up your funding bank account in Payment Manager until your bank confirms to you that they have completed the direct debit setup.
40. We recommend you keep a copy of the completed and signed Direct Debit Authorisation form in a safe place for future reference.
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.
41. You must complete and sign one Direct Debit Authority form per bank account to be debited.
42. 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.
43. 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.
44. 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.
45. You must populate the "Billing Organisation’s Customer’s Reference Number" field in Parts 1 and 2. This will be your SAP Concur entity ID in upper case.
46. 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.
47. The form must be signed by an authorized signatory at your company for the Singapore Dollar account.
48. Send the original Interbank GIRO Application to your bank in Singapore.
49. Fax a copy of Interbank GIRO Application form to +1 952.516.5943. SAP Concur will maintain a copy of your authorization on file.
50. Wait to set up your funding bank account in Payment Manager until your bank confirms to you that they have completed the direct debit 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:
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Australia
The Expense Pay payment process typically takes place over 3 business days for AU accounts. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
[pic]
Canada
The Expense Pay payment process typically takes place over 3 business days for CA accounts. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
[pic]
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:
[pic]
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:
[pic]
[pic]
Hong Kong, China
The Expense Pay payment process typically takes place over 5 business days for Hong Kong, China accounts. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
[pic]
India
The Expense Pay pre-fund payment process typically takes place over 1 to 2 business days for India accounts. The Reimbursement Manager has the option of funding the account before the payment batch closes, or after receiving the funding notification. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
Client pre-funds the accounts in advance:
[pic]
Client funds the pre-fund account upon notification:
[pic]
Japan
The Expense Pay pre-fund payment process typically takes place over 2 business days for Japan accounts. The Reimbursement Manager has the option of funding the account before the payment batch closes, or after receiving the funding notification. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
Client pre-funds the accounts in advance:
[pic]
Client funds the pre-fund account upon notification:
[pic]
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:
[pic]
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:
[pic]
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 scheduled to start overnight on Sunday:
[pic]
United Kingdom (UK Pound Sterling)
Direct Debit
The Expense Pay direct debit payment process typically takes place over 4 business days for UK Pound Sterling accounts. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
[pic]
Pre-Fund
The Expense Pay pre-funded process for UK Pound Sterling accounts is typically as follows. Below is an example of a typical payment cycle that is scheduled to start overnight on Sunday:
[pic]
User Bank Account Fields by Country
← For Funding Bank Account fields, refer to the Payment Manager User Guide.
United States
|United States Bank Account Fields |
|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
|Australia Bank Account Fields |
|Field |Description |
|BSB Code |The BSB Code for the bank account. |
|Bank Account Number |The number of the 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. |
|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 bank (not the address of|
| |their bank.) |
|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 bank (not the address of |
| |their bank.) |
|Postal Code |The postal code of the employee’s address that is on file with their bank (not the address of|
| |their bank.) |
Canada
|Canada Bank Account Fields |
|Field |Description |
|Branch Number |The five-digit Branch Number. |
|Institution Number |The three-digit Institution Number. |
|Bank Account Number |The number of the account. |
|Active |Select the account status in the list. |
Hong Kong, China
|Hong Kong, China Bank Account Fields |
|Field |Description |
|Bank Country |The country the bank is located |
|Bank Currency |The currency of the country the bank is located. |
|Bank Code |3 digit number of the bank. |
|Branch Code |3 digit number of the branch. |
|Bank Account Number |The 1-9 digit number of the account. |
|Re-type Bank Account Number |Re-enter bank account number. |
|Bank Name |Name of the bank. |
|Branch Location |Bank branch location as defined by the bank. |
|Status |Status of the account. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Town |The Town for the postal address the employee provided the bank for this bank account. |
|Region |The region provided to the bank for this bank account. |
India
|India Bank Account Fields |
|Field |Description |
|Bank Country |The country the bank is located |
|Bank Currency |The currency of the country the bank is located. |
|IFS Code |11-digit bank/branch code (exactly 11 digits alphanumeric). |
| |NOTE: The IFS Code goes into the Routing Number field. |
|Bank Account Number |Alphanumeric, 34 digits maximum, 1 digit minimum. The length varies by bank. |
|Re-type Bank Account Number |Re-enter bank account number. |
|Bank Name |Name of the bank. |
|Branch Location |Bank branch location as defined by the bank. |
|Status |Status of the account. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|City |The city of the employee’s address that is on file with their bank (not the address of their |
| |bank.) |
|State |The state of the employee’s address that is on file with their bank (not the address of their|
| |bank.) |
|Postal Code |The postal code of the employee’s address that is on file with their bank (not the address of|
| |their bank.) |
Japan
N Enter half-width Katakana characters for all fields. Full-width characters will cause rejection.
|Japan Bank Account Fields |
|Field |Description |
|Bank Country |The country the bank is located |
|Bank Currency |JPY. |
|Bank Number |A 4-digit bank code for the bank at which the employee holds their Yen bank account. |
|Branch Number |A 3-digit branch code for the branch of the bank at which the employee holds their Yen bank |
| |account. |
|Bank Account Number |A 7-digit number for the employee’s bank account. |
|Bank Name |A 15-character name of the bank at which the employee holds their Yen bank account. |
|Branch Name |A 15-character name for the branch of the bank at which the employee holds their Yen account.|
|Account Type |Type of bank account: Checking or Savings account. |
|Status |Status of the account. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
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. |
|Branch Location |Bank branch location as defined by the bank. |
|Status |Status of the account. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|City |The City for the postal address the employee provided the bank 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
|New Zealand Bank Account Fields |
|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. |
|Bank Name |Name of the bank. |
|Branch Location |Bank branch location as defined by the bank. |
|Status |Status of the account. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Town/City |The Town/City for the postal address the employee provided the bank for this bank account. |
|Postcode |The Postcode for the postal address the employee provided the bank for this bank account. |
SEPA
|SEPA 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. |
| |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) |
|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 |
| |! = characters, a = alphabetic, c = alphanumeric, n = numeric. |
|Bank Name |Name of the bank branch |
|Branch Location |Bank branch location as defined by the bank. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|City |The City for the postal address the employee provided the bank for this bank account. |
|Region |The Region 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. |
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. |
|Bank Name |Name of the bank. |
|Branch Location |Bank branch location as defined by the bank. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Address Line 1 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Address Line 2 |The employee’s address that is on file with their bank (not the address of their bank.) |
|Town |The Town for the postal address the employee provided the bank for this bank account. |
|Postcode |The Postcode for the postal address the employee provided the bank for this bank account. |
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. |
|Bank Name |Name of the bank branch |
|Branch Location |Bank branch location as defined by the bank. |
|Active |Select the account status in the list. |
|Full Legal Name of Account Owner |Name the bank account was opened under. |
|Building Number and Road |The Building Number and Road for the postal address the employee provided the bank for this |
| |bank account. |
|Building Name |(Optional) The Building Name for the postal address the employee provided the bank for this |
| |bank account. |
|Town |The Town for the postal address the employee provided the bank for this bank account. |
|Locality |(Optional) The Locality 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. |
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[1] Including Puerto Rico and US Territories.
[2] Including French Guiana, Guadeloupe, Martinique, Saint Pierre and Miquelon, Réunion, and Mayotte.
[3] Expense Pay Japan is not included in the APA region.
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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: Expense Pay Classic
User Guide
for Concur Professional/Premium
Last Revised: March 20, 2021
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