Overview

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This article describes how to create and reconcile a prepayment to a non-employee Travel supplier in Concur.

Essential Information

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• Prepayments are direct payments to suppliers for certain expenses that need to be paid in advance of a trip or event, and cannot be paid on the Travel & Entertainment Card.
• Some examples of prepayments include:
  
  • Conference registration (when other travel expenses are involved)
  • Hotel reservation (non-local)
• All payees receiving prepayments must first be invited to and register in KB0034378: PaymentWorks before the prepayment process can begin so that the supplier will be available for selection within Concur.
• Payments to suppliers (with the Payment Type: Payment to Non-Employee) are considered prepayments if the Business Travel Start Date or Event Date on the Expense Report (as listed in the Report Header) is after the date that the Expense Report is submitted.
• The prepayment process is not applicable to employee moves and paying moving company suppliers; the Travel & Entertainment Card must be used to pay for the moving company invoice.
• Red alerts in an expense report are hard stops that provide information as to what you need to update or what you are missing.
• Orange alerts are informational and provide key details about policy that you should be aware of upon submission. 

Next Steps

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1. Create a Travel Expense Report with the future travel start and end dates in the Report Header:

a. For more information on this topic, please see, KB0032014: How to Submit a Travel Expense Report in Concur.
b. If you are submitting a prepayment for travel expense, a Travel Request should first be created and approved (KB0032013).

2. Select Add Expense.

3. Select the appropriate Expense Type for the payment to the non-employee supplier.

a. In this example, we are using the Conferences and Training expense type.

b. You can type in the search text field to easily find the correct Expense Type.

4. Enter in the information related to the charge in the fields:

1. All fields with a red asterisk are required.
2. Make sure the Date field is the day of submission and not a future date. 
   1. This ensures that the payment is sent as soon as the invoice reaches Oracle.
   2. If there is a future date, Oracle will hold the payment till the date on the expense line. 

5. Select Payment to Payee (Non-employee) as the Payment Type.

6. Search for the payee name or number under the Payee (Non-employee) #/Name field.

7. Click into the Payee (Non-employee) Address field and select the Remittance Address type from the drop-down menu.

8. Add a Comment to document the purpose of the prepayment (e.g. conference registration details or that the supplier does not accept credit cards).

9. Attach a receipt or supporting documentation if the expense is over $75.

10. Select Save Expense.

11. Repeat the process until all prepayments have been added to the Expense Report.

12. Select the expense(s) added and click Allocate (How to Allocate Expenses in Concur KBA) to add your Chart of Account: 

1. Financial Unit
2. Approver
3. Project
4. Task
5. Fund (only required if not using a Project) 
6. Function (only required if not using a Project) 

13. Select Submit Report to route the Expense Report for approval and processing.

a. All employee travelers must log in to Concur and submit their Travel Expense Reports - Delegates are not able to do this on their behalf.

14. Once the Expense Report has been fully approved, payment will be sent out 24-48 hours after.