Handling Final Expense Reports for Terminated Employees in SAP Concur
How do you manage the submission of final expense reports for employees who have been terminated, but still need to submit expenses?
When an employee is immediately terminated but still has expenses to submit, it is essential to follow a structured process to ensure that their final expense reports are handled efficiently and in compliance with company policies. Below is a step-by-step guide on how to manage this situation using SAP Concur.
Step 1: Review Company Policy on Termination and Expenses
Before proceeding, it’s crucial to review your organization’s policy regarding expense submissions for terminated employees. Many companies have specific guidelines that dictate how expenses should be handled post-termination. This may include deadlines for submission, approval processes, and any restrictions on what can be claimed.
Step 2: Communicate with the Employee
If possible, communicate with the terminated employee to inform them of the process for submitting their final expense report. This communication should include:
- A clear explanation of what expenses can be submitted.
- The deadline for submitting these expenses.
- Instructions on how to access SAP Concur if they need assistance.
Step 3: Accessing SAP Concur
The terminated employee will need access to SAP Concur to submit their expenses. Depending on your organization’s settings, you may need to temporarily reactivate their account or provide them with a guest access option. Ensure that they have the necessary login credentials and guidance on how to navigate the platform.
Step 4: Submitting Expenses
Once the employee has access, they can begin entering their expenses into SAP Concur. They should:
- Gather all receipts and documentation related to their business-related expenditures.
- Log into SAP Concur and create a new expense report.
- Input each expense accurately, attaching relevant receipts as required by company policy.
Step 5: Approval Process
After submission, the expense report will typically require approval from a manager or finance team member. Since the employee is no longer part of the organization, it may be necessary for HR or finance personnel to step in and facilitate this process.
- Assign an appropriate approver who can review and approve these final submissions.
- Ensure that there is clarity around who will handle approvals for terminated employees moving forward.
Step 6: Payment Processing
Once approved, the finance department should process payment for any valid claims submitted by the terminated employee promptly. It’s important to adhere to any timelines outlined in company policy regarding payment processing after termination.
Step 7: Documentation and Record Keeping
Finally, maintain thorough documentation of all communications, submissions, approvals, and payments related to the terminated employee’s expense report. This ensures compliance with internal policies and provides a clear audit trail if needed in the future.
By following these steps within SAP Concur, organizations can effectively manage final expense reports from employees who have been immediately terminated while ensuring adherence to company policies and maintaining financial integrity.
Authoritative Sources Used in Answering this Question:
1. SAP Help Portal - Provides official documentation on using SAP Concur for managing expenses including guidelines on handling special cases like terminations.
2. Corporate Finance Institute (CFI) - Offers insights into best practices in corporate finance management including expense reporting procedures.
3. Society for Human Resource Management (SHRM) - Supplies comprehensive resources about HR policies including those related to employee termination processes and associated financial implications.