Change to Employee Reimbursements for Travel Expenses
There is an upcoming change in process for Concur Travel personal reimbursements and out of pocket expenses starting December 1. The following expenses will now be processed through the employee accounts receivable account under the employees banner ID and will be netted if both situations are in the same month. Personal reimbursements are where an employee used the ACU Travel card for personal expenses (i.e. spouse traveled with employee, or accidentally used the travel card for a personal expense) and now needs to reimburse the University for those transactions. The transaction will be reported in Concur Travel as a Personal Reimbursement. A charge will be placed on the employee account in banner and monthly billing statements will be sent (please note that late charges should be assessed if not paid in a timely manner). The employee can reimburse the university using Wildcat Pay Portal or by stopping by the Finance Cashiering office or Wildcat Central to make a payment. Out of pocket expenses are where the employee paid for an ACU expense with their own funds. The transaction is reported in Concur Travel as an Out of Pocket expense. The employee reimbursement will be recorded on the employee account receivable as a credit (owed to employee). If the employee does not have a balance on their account, then a refund check or direct deposit will be processed. If the employee does have a balance due on their account, then the employee reimbursement will be used to pay down the balance (exceptions may apply). Please contact the Travel Office travel@acu.edu if you have any questions regarding this upcoming change.