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Information on how to handle personal expenses charged to corporate card

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Posted on by MikeHuhn

Hello - I have been looking for information on how to process personal expenses made on a corporate credit card.
I see that there is a param in Expense Management that will enforce 'personal expense paid by:' company or employee. However I am not finding much about where that logic is implemented.

Scenario:
I would like to be able to take a transaction from the corporate card and move the full transaction to a 'personal' expense.
The company would pay the corporate card bill in full, however the employee would incur a receivable to the company, to pay the personal charges back.

1 - I assume that the 'personal' expense is indicated by an Expense Category that is set to expense type = personal.
However, I am not having luck seeing that expense category as a category that I can select in the expense ... it just doesn't appear. So I must be trying to do this in the wrong location?

2 - Does the system logic have the ability to create a payable for the employee who owed the company the personal expense?

If you can point me to any materials that might go over this setup, please let me know!

Thank you

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Hana Xue Microsoft Employee on at

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Hi,
You can try to set the expense policy and set the parameters: paid by the company. According to the parameters you set, the system will execute the corresponding logic. When employees pay expenses using a company credit card, they should file an expense report. Then configure the expense report approval workflow. You can check out the reference links below, and more are available in Microsoft Learn.
https://www.loganconsulting.com/blog/expense-management-using-policies-in-microsoft-dynamics-365/
Work with personal expenses on an expense report | Microsoft Learn
Best Regards,
Hana

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Kevin Xia Microsoft Employee on at

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Hi,

You can refer to this official documentation: Work with personal expenses on an expense report | Microsoft Learn.
During business travel, an employee might charge personal expenses to their corporate credit card. If a process hasn't been defined for handling personal expenses, the expense report approval process might be disrupted when an employee submits their itemized expense report.

There are two methods you can use to work with an employee's personal expenses:

Paid by employee: Your organization doesn't pay personal expenses that appear on the bill for the corporate credit card. Instead, the employee pays the credit card vendor directly for the expenses.

Paid by company: Your organization pays the full bill for the corporate credit card, and then debits the worker's account for the personal expenses.

You can select the method that your organization uses on the Expense management parameters page.

Best regards,

Kevin

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MikeHuhn 44 on at

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Hello -
I do understand the Expense Management parameter, and have seen the Microsoft Learn document about this parameter, however the documentation does not point to any information on how to actually record the specific expense line that is for a personal expense made with the corporate credit card.

I understand how to setup the corporate credit card and how to process the corporate credit card expense transactions. I am hoping to find specific information on how to record a corporate expense line that is for personal expense.

Thank you,

-Mike

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HF-07060622-0 2 on at

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Hi Mike;

I have exactly the same problem than you, and all the answers in this thread are not useful, just repeat the information available from Microsoft whitout understand the question...

the question is: how/where I can indicate a expenses report line is "Personal"??? I did same search and mental process than you whitout success.

have you been able to found a solution??

thanks in advance, regards,

H

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SV-12090103-0 2 on at

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Hi ,

I had a similar issue. Please try the below and revert if it works for you

In order to create a personal expense which aren’t related to business the transaction must be IMPORTED CREDIT CARD TRANSACTIONS.

And to use the personal expense field , you have to configure the expense category with the expense type “personal”. And the expense type will only allow payment method where the offset is not “worker” .

The next setup is expense management parameter where you select the personal expense paid by employee / company. If you select employee , then there wouldn’t be any transactions getting posted to GL. If you select the company then it will post the offset account from the payment method.

In expense report select the expense which are imported thru credit card , change the category to personal expense category and post the expense report.

I could clear till here. Whereas the system posts debit and credit to the corporate credit card vendor which is linked with the payment method.
Am confused here, the credit balance will be used to settle the vendor by debiting it.
what will I do with the Debit balance ? Should I debit the expense and credit the cc vendor credit balance ?

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