Mind Map Gallery Card Support
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Card Support
A mind map about card support.
Edited at 2020-09-08 01:18:23
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- Outline
Card Support in Concur
Do your employees have access to a company card for business expenses or do they use their own personal cards
Yes, all or some employees have access to a card for business expenses.
How many cards do you have in circulation today?
What kind of card program is it?
Not sure
What does is say on the card?
Business/Corporate?
Who is responsible for paying the card? The employee or the company? Alternatively: Who receives the statement at the end of the month? Alternatively: Do you have a different account/statement/credit limit for each card, or just multiple authorized users to one account?
CBCP (Company Liability) The company receives the statement and pays the card
P-Card, Lodge Card/Ghost Card, Corporate Card
How is the card typically used?
Assigned to one individual for all of their travel and expenses
Not Assigned to an individual. Used by travel admin or TMC for booking travel on behalf of employees.
IBIP (Individual Liability) The individual receives the statement and pays the card
P-card or Corporate Card
IBCP (Shared Liability) The individual receives the statement and the company pays the card
Corporate Card
Corporate Card
Description
There are two types of corporate cards: Cards that are the responsibility of the employees and cards that are paid by the corporation. If the card is the responsibility of the employee, each card holder must pay his or her own bill and submit expense reports to the company for reimbursement. If the card is paid by the corporation, an employer will still demand reimbursement from the employee for any personal or unapproved charges.
Card Feed Support
Who is the issuing Bank?
Make SURE it's a corporate card, not a business card
Does each persons card have it's own statement, account and credit limit?
Is your statement or separated by individual card holder, rather than all transactions being listed together?
If YES, see continue with Corporate Card qualification
If NO, see Business Card
If not sure:
Have prospect call bank
Look up card on bank website for verbiage
Is it American Express?
If yes, what does is say on the front of the card itself? Corporate or Business?
Corporate: Good to go!
Anything else: Not supported. See Business Card
Is it on this list of supported card programs?
Yes
Supported!
No
Who is the Card Provider? (Visa, Mastercard, Diners, etc.)
If the client/prospect's card program is VISA or MasterCard then we may be able to get the feed directly from the clearinghouse. VISA and MasterCard have changed their policy and will no longer respond to direct inquiries from Concur; the client's bank account manager will have to provide that information:
For VISA cards, have the client ask their account manager: "Are you enrolled with VISA's commercial card platform?".
For MasterCard cards, have the client ask their account manager: "Are you registerd with MasterCard's SmartData OnLine"?
If YES to either - we can get the data directly from the clearinghouse
For small banks, ask for the Bank Identification Number (BIN) - First 6 digits of the card.
Is the BIN: 470712
Yes. Congrats - it's supported! (Independent Banker's Bank)
No: Card is NOT supported. If priority, high-risk deal, try as last resort:
Email Bank Name, Card Type, and Program Type to CardFeedsCES@concur.com
If not supported, Certification Request Form would need to be completed to establish support
Reconciliation Support
Standard Reconciliation Reports available by Statement Periods
Visibility into all outstanding transactions for that statement period, including unsubmitted/unapproved transactions on Expense Reports
Email reminders available. NOT customizable in Standard
Business Card
Description:
Business Cards are tied to a single account (typically the business owner) and may have several/many authorized users. While these users are authorized to make purchases on the card, and may have their own instance of the card, all charges incurred show up on a single statement and draw from a single line of credit.
Card Feed Support
NOT SUPPORTED THROUGH CORPORATE CARD FEED. Only through Yodlee, as a personal card. NOT RECOMMENDED. Best practice is to use a corporate card program.
How many people have these cards? If it's just a handful, there might not be as big of a burden for reconciliation. They may choose to handle these cards outside Concur and simply have users take pictures of the expenses and list the payment type as Company Paid.
If positioning Yodlee:
Make sure to set appropriate expectations around visibility and reconciliation!
Check if bank is supported via supported list or demo environment testing.
Ask: Today, can each of your card holders log in with a username and password to see just their transactions?
If they aren't sure, or aren't set up this way today, they can check with bank to make sure every individual cardholder can have a separate account.
Don't sell Expenseit (overrides payment type)
Individuals will most likely be able to get the card feed into Concur, however company will have ZERO visibility into transactions until transactions are placed onto an expense report. Also see gaps with Reconciliation.
Yodlee is only able to bring in transactions for the past 30 days, making it difficult to account for prior transactions.
Concur does NOT provide support for Yodlee services. Clients will have to go through Yodlee support directly for any issues around card support, syncing, or missing transactions.
Reconciliation
How do you handle reconciliation of these cards today?
Reconciliation depends on employees willingness and timeliness in placing card transactions onto an Expense Report. Company will have ZERO visibility into business card transactions not placed onto the Expense Report by the employee. With a CBCP program, where the employee does not have any liability for the card, this can be very difficult to ensure and enforce. Missing/late transactions can occur if transactions not submitted by the statement closing date, making reconciliation difficult.
For transactions that are submitted, card administrators can create a custom report in Concur to view transactions by Payment Type and date range to see all SUBMITTED transactions for a particular date range or billing period. Recommend Consultative Intelligence if this functionality is important to prospect.
P-Card
Description
Also known as a Purchase Card or Procurement Card. Single card usually assigned to one secure-user for purchases or may be checked out by others on an as-needed basis. Intended to reduce time/red-tape around petty cash transactions, check requests, and other traditional procurement procedures
Always CBCP
Card Support
What kind of spend typically occurs on your P-card? Supplies, T&E, etc?
How are P-cards assigned? (Individually, by Department, by Projects, etc)
Who is your P-Card provider?
Is the card listed on the supported card portal? NOTE: the column on the right side of the matrix will indicate whether P-Card support is included
Yes, it is on the list and P-Card is listed as an available data feed.
No. This P-Card is not supported.
Is it an AMEX PCard?
The AMEX PCard has some limitations in the data feed format. Please notify CardfeedCES@concur.com when/if you sell an AMEX PCard Client
Reconciliation Support
How are you reconciling your P-Cards today?
Company Bill Statements (Professional, recommended)
Description
Company Bill Statements help resolve the issue of reconciling corporate cards by automatically pulling all expenses from a P-card onto one statement in Concur based on the billing period. P-card admin is able to match up expenses in Concur with their P-card statement.
As employees use a P-Card, Concur automatically captures thesetransactions in detail and pre-populates Company Bill Statements basedon your preferred reconciliation period. Transactions are automaticallyassigned accounting codes based on your company’s accountingstructure.
Is it a true P-Card program, a One Card program, or just a business card that you are operating as a P-card?
If P-Card: Position Company Bill Statements
If One Card (combined procurement and travel): CBS will not work, as there is no way to seperate travel vs. procurement transactions in the data feed. See Corporate Card options. Best Practice is for the card to be set up as a Corporate Card under a separate policy.
If Business Card: See Business Card. Must be assigned to an individual user.
Without Company Bill Statements (Standard)
Treated the same as a (CBCP) Corporate Card today. Check this list to ensure card support.
Client assigns the card to a single purchaser
Purchaser allocates individual expenses based on the project/department for which they made the purchase
Best practice is to set up P-Card under a seperate policy from regular T&E spend, as P-Card programs typically have different expense types and approval workflows.
Ghost Card/Lodge Card
Description
A Lodge Account or "Ghost Card" is a virtual account lodged with a company's travel agent and used to book travel for one or more groups of employees. Typically one card per company or department, used for multiple people, not assigned to an individual employee. Employee does not have direct access to the card, but is able to book travel expenses to it to avoid having to carry large expenses on their credit cards.
Card Feed Support
Standard: None outside of Travel
Standard: Lodge Cards/Ghost Cards are supported on the TRAVEL SIDE ONLY. Traveler will be able to associate travel charges with the card during the booking process, and fulfilled by the TMC. There is not card feed data into Expense.
The end user will still have access to the itinerary and E-receipts for expenses booked to the Lodge/Ghost Card. Upon trip import into Expense the Payment Type field will display as "Company Paid", not reimburseable to the employee.
Professional: Limited Support
What Lodge Card program are you using?
Must be included on the supported cards list, with indication that Lodge feeds are supported.
Reconciliation Support
Standard: Not currently supported.
Professional: Central Reconciliation
Charges are automatically routed to an employee if: The transaction includes a unique employee ID or traveler number OR if the enhanced data includes Passenger Name that allows Concur to uniquely identify an employee.
If a charge cannot be automatically assigned to an individual, it is "orphaned" and the card administrator can use the Manage Lodge Transactions tool to manually assign charges to employees.
Dependent on the TMC providing an individual employee ID or traveler ID to distinguish itinerary charges across individuals.
Debit Card/pre-paid card
Company Pre-Paid Cards
Not supported through a card feed. Not recommended to link via Yodlee, as all charges associated with the debited bank account will appear for all users. Best Practice is to use ExpenseIt to take pictures of the receipt and mark the expense as Company Paid.
Personal Debit Cards
Often supported through Yodlee. Works the same as any personal card feed.
Fuel Cards/Fleet Cards
Description
Card Feed Support
VERY LIMITED SUPPORT: Most customers require more enhanced data for fleet/fuel cards than we are able to bring over (such as volume, mileage data, type of fuel, etc.) Check the far right column under "Enhanced Data on the Card Support page.
ASK: Are these cards assigned to an individual driver or a particular vehicle?
Individual driver: Can be supported as long as it is on the supported card list. Would work similiar to Corporate Card, where charges are assigned to the individual driver's Concur account.
Particular vehicle: Concur does not support parsing out charges on a vehicle-deployed card to individual users. Can be assigned to a single card administrator/fleet manager.
Reconciliation
Diversion Accounts
Description:
A Diversion Account is used to “divert” the liability of transactions of a certain type to a central account. Most commonly used to divert air transactions from the individual’s account to a central account for some or all travel expenses. The diversion is done by the card vendor, typically based on MCC value (e.g. all airlines)
Always CBCP
Card Feed Support
Reconciliation Support
No. Most employees use cash or personal cards for their expenses.
Do you ever issue cash advances to employees to help fund travel or purchases?
Would most of your employees be comfortable linking their personal cards to Concur for added convenience on their expense reports? Much like linking your reports to Mint.com or other financial services.
If YES: Position Yodleee
Card Feed
Works with a wide variety of cards - Testable using the Free Trial
Reconciliation Support
None
If NO: Position ExpenseIt
If security concerns: Explain that it's an opt-in service that employees can take advantage if they choose. If they do choose Yodlee, Concur is a PCI compliant company that has the same security measures in place as online banking, etc and no one in the company (including Delegates) will be able to view expenses associated with the personal card until they are placed onto an expense report by the employee.
Employees who don't choose to link their card can still take pictures of receipts with the ExpenseIt app to minimize data entry. ExpenseIt receipts will default as Cash payment type to be reimburseable to the employee.