Personal/Non Allowable

Use the personal/non allowable expense type - 695600 - if a cardholder uses a corporate card for personal/non-allowable charges. This expense type is available in travel and non-travel expense reports. This quick reference outlines three possible scenarios for working with this expense type.

Kristin Coombs
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40 steps
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2 minutes

SAP Concur

Follow this guidance when working with the personal/non allowable expense type: - If the employee is due a reimbursement from the report, the system will deduct the the amount due Duke from the employee's reimbursement. - If there is no reimbursement due or the reimbursement amount is less than the amount of the personal/non allowable corporate card expense, the employee must repay the amount of the personal/non allowable expense to Duke via a deposit at the University Cashier’s office. The Cashier/Bursar receipt number must be included in the expense report that includes the personal/non allowable expense along with an attached copy of the receipt as documentation. - Included in this QRG are videos that demo each scenario.

Scenario 1 – Personal/Non Allowable Corporate Card Expense – No Employee Reimbursement

Click to [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=62941758-9661-43ca-b1f8-b1e601096b00) watch a 5-minute and 14 -second video demonstrating Scenario 1 dealing with no employee reimbursement.

The employee repays Duke and provides the receipt from the deposit. Create an expense report. In the report, from the Expense tab, select **Add Expense**.

From the **Add Expense** pop-up window, select the appropriate corporate card transaction from the **Available Expenses** list and add it to the report.

In the **Expense** Screen, check the box next to the expense and select **Edit** to open the **Expense Detail** screen.

In the **Expense Detai**l screen, in the **Expense Type** field, select the drop down.

Select **695600-Personal/Non Allowable**.

Enter notes in the **Describe Expense** field. This field is required. Select **Save Expense**.

In the **Expense** Screen, the comments icon appears in the **Comments** column. You can select the **Comments** icon to view the comment.

An audit alert appears at the top of the screen. Since this is an amount owed back to Duke, the **Amount Due to Duke** expense type MUST be used. Select **Add Expense** to add the expense.

In the **Add Expense** window, from the **Create New Expense** tab, select the **695600 Amount Due Duke** expense type from the drop-down or search for it using the search field.

In the **New Expense** tab, enter the **Transaction Date** when the employee repaid Duke, the **Amount of Deposit**, and the **Cashier/Bursar Receipt number**. Select **Add Receipt** to attach a copy of the cashier/bursar receipt. Select **Save Expense**.

Select **Print/Share** and the **Travel & Expense Detail Report** to confirm entry accuracy.

A new pop-up window opens. Scroll down the report to view the **Report Totals**. Ensure under **Employee Disbursements**, the **Amount Due University** is **$0.00**.

Review the expense report and audit rules, ensuring all documentation is attached. Based on your role, either select **Ready for Review** or **Submit Report**.

Scenario 2 – Reimbursement Due to Employee Partially Off-Sets a Corporate Card Personal/Non-Allowable Expense

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=f3bb669a-ddb7-4c38-9edd-b1e601198895) to watch a 7-minute and 13 -second video demonstrating Scenario 2 dealing with partial employee reimbursement.

The employee repays Duke and provides the receipt from the deposit. From the **Expense** tab, select **Add Expense** to add the out-of-pocket reimbursement.

This second example uses mileage as the out-of-pocket reimbursement. You may use **ANY** out-of-pocket reimbursement.

From the **Expense Detail** screen, from the **Create New Expense** tab, select the **Personal Car Mileage** Expense Type from the drop down or search for it in the search field.

Add the required fields for Personal Mileage, including using the mileage calculator or selecting **Receipt Image** to attach a mileage log. Select **Save Expense**.

From the **Expense tab**, select **Add Expense** to select the appropriate corporate card transaction.

From the **Add Expenses** screen, select the appropriate corporate card transaction from the **Available Expenses** tab by clicking the check box next to the expense and selecting **Add to Report**.

In the **Expense** Screen, check the box next to the expense and select **Edit** to open up the Expense Detail screen.

Change the expense type from the **Expense Detail** screen to the **Personal/Non Allowable - 695600 Expense Type** from the drop-down. Complete all required fields ( \*red asterisks). Attach the receipt. Select **Save Expense**.

Read and review each audit message that appears

Since the reimbursement amount **DOES NOT** off-set the corporate card expense, select **Add Expense** from the **Expense Detail** screen.

In the **Add Expense** window, from the **Create New Expense** tab, select the **Amount Due Duke - 695600** expense type from the drop-down or search for it using the search field.

In the **New Expense** tab, enter the **Transaction Date** when employee repaid Duke, the **Amount of Deposit**, and **Cashier/Bursar Receipt number**. Select **Add Receipt** to attach a copy of the cashier/bursar receipt. Select **Save Expense**.

Subtract the corporate card charge amount from the reimbursement amount to determine the amount the employee owes to Duke to off-set the personal/non allowable expense.

Select **Print/Share** and the **Travel & Expense Detail Report** to confirm entry accuracy.

A new pop-up window opens. Scroll down the report to view the Report Totals. Ensure under Employee Disbursements, the Amount Due University is $0.00.

Review the expense report and audit rules, ensuring all documentation is attached. Based on your role, either select **Ready for Review** or **Submit Report**.

Scenario 3 - Reimbursement Due to Employee Off-Sets a Corporate Card Personal/Non-allowable Expense – Duke Owes Employee for Reimbursement

Click [here ](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=a3f5b570-e8c1-406d-af61-b1e601206b55)to watch a 4-minute and 51-second video demonstrating Scenario 3 dealing with employee reimbursement.

From the **Expense** tab, select **Add Expense** to select the appropriate corporate card transaction from your **Available Expenses** or from **Create New Expense**.

This third example uses mileage as the out-of-pocket reimbursement. You may use **ANY** out-of-pocket reimbursement.

In the **Add Expense** window, from the **Create New Expense** tab, select the **Personal Car Mileage** Expense Type from the drop down or search for it in the search field.

Add the required fields for Personal Mileage, including using the mileage calculator or selecting **Receipt Image** to attach a mileage log. Select **Save Expense**.

From the **Expense** tab, select **Add Expense** to select the appropriate corporate card transaction.

From the **Add Expense** screen, select the appropriate corporate card transaction from the **Available Expenses** tab by clicking the check box next to the expense and selecting **Add to Report**.

From the **Expense** tab, check the box next to the expense and select **Edit** to open the **Expense Detail** screen.

In the **Expense Detail** Screen, in the **Expense Type** field, select the drop down and select **695600-Personal/Non Allowable**.

Ensure all required fields are complete and receipt is attached. Select **Save Expense**.

Review the audit message that appears. In this scenario, the employee has an amount due because the reimbursement amount is greater than the personal/non allowable corporate card expense.

To confirm, click on **Print/Share** at the top of the screen and select **Travel & Expense Detail Report**.

View the **Report Details**, including the **Report Totals** at the bottom, ensuring that the **Amount Due University** is **$0.00** under **Employee Disbursements**. In this scenario, Duke owes the employee **$108.51** because the reimbursement amount was greater than the Personal/Non allowable expense amount.

Review the expense report and audit rules, ensuring all documentation is attached. Based on your role, either select **Ready for Review** or **Submit Report**.

Visit [concur.duke.edu/training](http://concur.duke.edu/training) for a library of Quick Reference Guides and other\ resources.