How to Reimburse a Personal Expense Charged to a Corporate Credit Card Using Concur

Quick Answer: Reimburse the Charge in Concur

If you accidentally used your corporate credit card for a personal purchase, the fastest way to resolve it is to create an expense report in Concur that records the transaction as a personal expense and submit it for reimbursement. Follow the detailed steps below to ensure compliance with company policy and avoid audit issues.

Why Prompt Reimbursement Matters

Corporate credit cards are intended for business‑related costs. Using them for personal items can create tax complications, affect expense analytics, and trigger policy violations. Promptly correcting the mistake demonstrates responsibility and helps your finance team keep accurate records.

Step‑by‑Step Process in Concur

1. Gather Documentation

• Original receipt showing the personal purchase.
• Corporate credit‑card statement highlighting the transaction.
• Any internal policy references that allow personal reimbursements (often found in your employee handbook).

2. Log Into Concur

Navigate to your Concur dashboard and select **Create New Expense Report**. Choose the appropriate report type—typically "Personal Reimbursement" or "Other Expense" depending on your company's configuration.

3. Enter the Transaction

• Date: Use the purchase date from the receipt.
• Expense Type: Select a category that reflects a personal expense (e.g., "Personal Purchase" or "Miscellaneous").
• Amount: Enter the exact charge.
• Payment Method: Choose the corporate credit card used.
• Description: Clearly state that the charge was personal and provide a brief reason (e.g., "Accidental personal purchase – grocery").

4. Attach Supporting Documents

Upload a clear scan or photo of the receipt and the portion of the credit‑card statement showing the charge. Concur's attachment tool accepts PDF, JPG, PNG, and TIFF formats.

5. Mark the Expense as Reimbursable

Most systems have a checkbox or dropdown labeled "Reimburse to employee" or "Personal expense – reimburse". Selecting this tells the finance team to issue a payment back to you.

6. Submit for Approval

After completing the entry, submit the report. It will route to your manager (or designated approver) and then to the finance department. Include a brief note in the comments field explaining the mistake and confirming you'll repay the amount.

7. Receive Reimbursement

Once approved, the finance team will process the reimbursement, typically via direct deposit or payroll addition. Check your next pay stub or bank account to confirm receipt.

Company Policy Checks

Before submitting, verify that your organization permits personal reimbursements through Concur. Some firms require a separate "Personal Expense" form or a manual journal entry. If you cannot find the relevant policy, contact your finance or HR representative.

Common Pitfalls and How to Avoid Them

• Missing Receipt: Without a receipt, the expense may be rejected. Request a duplicate from the vendor if needed.
• Wrong Expense Type: Using a business category (e.g., "Travel") can cause the report to be flagged.
• Delaying Submission: Waiting weeks can raise audit flags; aim to submit within 5 business days.

Table: Typical Concur Reimbursement Workflow

Best Practices for Future Prevention

• Keep personal and corporate cards separate—store them in different wallets.
• Set up Concur alerts for any new corporate‑card expense so you can spot mistakes early.
• Review your company's expense policy quarterly to stay current.

When to Seek Additional Help

If the charge is large, flagged by fraud detection, or your manager rejects the reimbursement, you may need to:

• Submit a formal written explanation to finance.
• Arrange a direct repayment (e.g., bank transfer) outside Concur.
• Consult your HR department to understand any disciplinary implications.

Taking these steps quickly demonstrates accountability and helps maintain clean financial records.