Your Available Expenses queue in Concur lists e-receipts, expenses you entered manually via your Concur mobile app, and most commonly, University credit card transactions that you have not yet added to an expense report. When you use your University credit card to book travel in Concur or with the University's travel management company, itineraries or e-receipts may appear in your list of Available Expenses before the corresponding University credit card charge has arrived.
This icon in the Payment Type column of your Available Expenses list indicates whether it is a Departmental Card, Travel Card or Cash/Out of Pocket transaction.
Cash/Out of Pocket transactions can be for an itinerary and e-receipt, or just for an e-receipt. (See the Expense Source detail screenshot below for the Airfare Cash/Out of Pocket transaction.)
If you add an itinerary or e-receipt to an expense report before the corresponding University credit card charge has been imported, you may inadvertently be reimbursed for a transaction that was already paid for on your University credit card.
The Pending Card Transaction payment type in Concur helps to prevent these accidental reimbursements. When you have an itinerary or an e-receipt for travel that was booked with or paid for on the university credit card linked to your Concur profile, the expense will show up with “Cash/Out of Pocket ” as the payment type.
If this Cash/Out of Pocket transaction is truly an out of pocket expense, it should be submitted with the appropriate supporting documentation. However, if it is not an out of pocket expense you should:
- Wait for the corresponding University credit card transaction to arrive, or
- Delete the itinerary or e-receipt.
If you are unsure how to proceed with your expense report, contact the Financial Service Center at (609) 258-3080 during University business hours or email [email protected].