Submitting Expense Reimbursement Reports on Behalf of Another Employee-Pay Attention to the Profile Your're Submitting Under

We have many people around the University that process Expense Reimbursement Reports on behalf of other employees in Concur. We reviewed this process in a prior Business Matters article in May 2022. However, we continue to see, on a regular basis, continued occurrences of this issue. So, we thought it would be helpful, as we start a new academic year, to review the proper process.

When submitting a reimbursement report (RE) in Concur on behalf of another employee, please be sure that you are in the employee’s profile that the payment needs to be reimbursed to. This will require that you are an expense delegate in Concur for that employee. Please see the Concur – Creating a Concur Delegate QRG for instructions.

If you are already a delegate for that employee, please follow these steps before creating the expense reimbursement report:

1. From the Concur home screen, select Profile in the upper right corner

2. Select the radio button next to Act on behalf of another user

3. Type the user’s name into the free text field, and select the employee from the drop down

When you inadvertently submit an Expense Reimbursement Report for someone else under your Concur profile and not theirs, the direct deposit for that reimbursement will be deposited into your personal bank account. In the past, Accounts Payable was able to work with the bank to try and reverse the direct deposit, which in many cases, was not successful. When this option was unsuccessful, the employee had to reimburse the University through the Bursar’s Office. However, we are no longer able to reverse direct deposits for this reason, so any future instances will have to be reimbursed through the Bursar’s Office.

For questions, please contact financecustomercare@ohio.edu