Expense Report Payment Hold Rules

You can set up expense report payment hold rules for individuals and corporate card issuers in the Expense Report Payment Hold section on the Create Receipt and Notification Rule page.

You can then schedule and periodically run the Process Expense Report Reimbursement process to check whether any payment hold rules are in effect.

An expense report payment hold rule is a component of the receipt and notification rule that's assigned to a specific business unit. A payment hold rule places current or future expense reports on hold when receipts aren't received or when they're overdue. When expense report payment hold rules are implemented, reimbursement to the individual or payment to the corporate card issuer can't occur until expense report holds are released.

The Process Expense Report Reimbursement process also checks whether expense report payment holds can be released. Payment holds are released when:

• The expense auditor manually releases the payment hold on the Audit Expense Report page by selecting the Release Hold option on the Actions menu.

• Based on receipt status, Expenses detects that receipts are received, waived, or declaration received and automatically releases the payment hold.

Holding expense report payments from individuals and corporate card issuers can include the following reasons:

• Hold payment if receipts are required, but not yet received.

• Hold payment if receipts are overdue on a previously submitted expense report.

  All submitted expense reports that require receipts are evaluated. When the rule is set to hold payment when receipts are overdue, payments for all subsequent reports are placed on hold if any have outstanding receipts.

Note: If an expense report is placed on payment hold due to overdue or required receipts that aren't yet received, neither the individual nor the corporate card issuer is reimbursed. This rule is applicable only when the payment liability for the card issuer is Both Pay and the Apply Hold Rule To option is set to Report of both individuals and corporate card issuers.

Your company schedules and periodically runs the Process Expense Report Reimbursement process, which checks whether any payment hold rules are in effect. If the rules are in effect, Expenses places payment holds on expense reports according to the specified payment hold rules. Individuals who have expense report payments held receive a notification. When receipts are received or waived, Expenses automatically releases holds. Alternatively, the expense auditor can manually release a payment hold at his discretion.

Tip: By default, payments aren't held for project-only expense reports. However, you can specify inclusion of project-only expense reports as eligible for payment holds by selecting the Apply hold rules to expense reports check box. Every expense line contains a project-related information check box in the Expense Report Payment Hold section on the Create Receipt and Notification Rules page.