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This is our current situation and yes it happens. We some employees that use company credit card and some that are reimbursement-only. We have to constantly monitor for the guys using company cards that they don't submit for reimbursement. Need a way to designate company card only, personal card only, or both.

Looking for an update! At least - something that makes it CLEAR that an "expense" asking for an approval is actually a reimbursement? It is very difficult for approvers to notice the difference between a credit card expense and a reimbursement on the review/approval screen.

Is there an update to this request? We have employees that have both a company credit card and submit for expenses. If they forget to match their expense entry to a credit card transaction then the expense pays-out directly to them. That's complicated to cleanup once money has been paid.

The way our prior vendor did this was the picklist for expense type when coding had options for "reimburse me/corporate credit card". This wasn't full-proof but made the employee review and select the reimbursement mode for each transaction.

I'm happy to participate in solution design/workflow reviews for potential solutions.

Is there any update on this? I don't believe we can use this for reimbursements until it is split from Credit Cards.

We currently use the expense module for credit cards, and are looking to enable it for reimbursements. This issue is a concern for us. Since the credit card bill gets paid whether or not the expense reconciliation is complete, we could pay this to the employee also if they submitted it as a reimbursement instead of a credit card expense. If that scenario happens enough times, this becomes an expensive issue.

Mark,

I don’t think the solution is a dropdown. Due to the nature of the way the transactions are processed, I believe you are much better off duplicating the backend structure of the current expenses. Utilize one set of tables solely for credit cards and the other for Reimbursements/Per Diems etc. To the end user, you provide a Credit Card option AND an Expense/Reimbursement/Per Diem (whatever you want to call it) option on the Employee Tools dropdown (and hotlist items). Thus, they are going to choose one or the other at a higher level which will make it much clearer where they need to enter the information. Of course, the user would only see Credit Card if we set it up for them in User Settings.

Something like this…

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There are other issues by these two being combined. Reimbursement via payroll goes into PR Timecard Entry which doesn't allow for charging to equipment. I assume this is also the case for inventory, PO, Work Orders, etc.

Thanks for the response Mark. You're correct. We were thinking it would be a separate area split out from credit cards in it's own separate space.

Hi Team,

We just reviewed this item internally and we had a few questions. If we add a Reimbursement/Credit Card drop down to each expense, what's to prevent uses from selecting reimbursement for credit card transactions and then submitting them incorrectly?

Thanks!

Thanks Mark!

Drew Coffey, CPA
Controller
C. W. Matthews Contracting Co., Inc.

Hi Team,

I'll make sure to bring this up in our weekly review meeting.

Thanks!

Any news on this?  We're absolutely stuck on using Keystyle for reimbursements until this issue is resolved.  (=

This is extremely important! We are having the same issue. It is confusing to have expenses be for both cc and reimbursements.  They should be able to choose (maybe a dropdown)N when entering the "expense" what kind of expense it is.