Reconciling RBC Credit Card Expenses

If you are already comfortable entering and submitting standard expense claims, this additional procedure should be straight forward. 

If you do not have experience with the standard procedure, please review Entering Expenses in to Concur and Submitting Expense Claims and then come back. 

For RBC Credit Card charges, the system automatically imports the transactions and enters basic information about the expenses (amount, vendor, etc.), but you still need to:

  • Check the RBC Transactions
  • Move them to an Expense Claim
  • Complete the Expense Claim
    • Fill out any missing fields
    • Attach your receipts
  • Submit the claim for approval

VIEWING TRANSACTIONS

When you log in, and navigate to the EXPENSE tab, you will see this section called “Available Expenses” that shows all your current, un-reconciled, RBC Transactions:

We recommend reconciling these weekly, but every two weeks would be fine as well if you have a low number of transactions. This list comes in automatically from RBC, and will take a few business days for the charges to show up here.

You should review these to ensure that they are all known transactions that you initiated. 

MOVING TRANSACTIONS TO EXPENSE CLAIM

When you are ready to reconcile, you just check off the expenses you want to reconcile on the left, then use the “Move” button to add them to a new expense claim, or an expense claim you already have started:

Note: You can put RBC Expenses AND ones that you paid personally on the same claim if you want, the system will split them up when they get paid so you will be reimbursed only for non-credit card transactions. 

COMPLETING EXPENSE CLAIM

Once you have moved the expenses to a claim, then you should open the expense claim and fill out any mandatory fields. 

Open the expense claim from the “ACTIVE CLAIMS” section by clicking on the “Not Submitted” claim box:

Then, click each expense on the left to complete the information:

The expense lines will already have the amount / date / vendor from the credit card transaction (and sometimes the Expense Type is correct), but you will need to code them (Designation, Program Area, Award) and add the Business Purpose, put in the GST Amount / Jurisdiction, and attach a receipt.

One thing we suggest, is if you have the Mobile App, you can take photos of your receipts, and they will show up on your EXPENSE tab under the “AVAILABLE RECEIPTS” section (at the bottom of the page) that way you do not have to upload them separately.

SUBMITTING EXPENSE CLAIM

Once the expense claim is completed (fields filled out and receipts attached), the expense claim can be submitted as normal, using the "Submit Claim" button. 

Note: RBC Credit Card transactions and personally reimbursable expenses can be claimed on the SAME expense claim. The system will automatically split out what is payable to you vs what should be paid against the Credit Card balance.