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How to mark privately-funded transactions as personal (PRIV-PRIV)

Introduction

A personal (PRIV-PRIV) transaction occurs when a user makes a personal expense using their own funds. These can be marked in MXP as such, and are generally excluded from any reports.

A privately-funded transaction marked as personal expense has the following attributes:

  • Funding: Private (paid with user's money)

  • Account: Personal (the expense was private, not business-related)

The application interprets PRIV PRIV transactions in the following manner:

  • This kind of items does not appear in expense reports;

  • PRIV PRIV transactions are settled automatically at next settlement run;

  • The employee is not reimbursed for these transactions, because they used their own money for their own expenses.

  • Only the employee has access to the information related to these expenses in the application.

How can the employee change the account/scope of the expenses?

In order to mark a transaction as PRIV-PRIV, both the funding and account for that expense have to be marked as private. The process for creating a new transaction of this type is detailed below:

  • Create or open a (new) private funding expense

  • You will see two icons beneath the amount field:

    • Business account, marked with Office icon (usually ticked as default)

      image-20201127-125537.png

    • Private account, marked with Home icon

      image-20201127-124639.png

  • Tick the Home icon

  • Click on Save

After saving, the account of this transaction will be changed.

image-20201127-122708.png

How PRIV-PRIV expenses are illustrated in Mobilexpense

The employee will recognize this type of transactions in the application because PRIV-PRIV expenses are:

  • Ticked on the “Home” icon 

image-20201127-125745.png

  • Moved to the “Personal expenses” section

image-20201127-125050.png

Settled PRIV-PRIV transactions

A PRIV-PRIV transaction is settled automatically when the first settlement is executed after marking the item as PRIV-PRIV.

The PRIV-PRIV transactions appear in the section Settlement of section 4. Review Settlements.

image-20201127-131803.png

This is how they look like inside the application:

image-20201127-131717.png

In case PRIV PRIV transactions were made by mistake and were settled automatically:

  1. If the user has the possibility, the same transaction has to be re-made, by ensuring the ‘Business’ / Office icon is ticked:

    image-20201127-132258.png

  2. Company admins can contact the Mobilexpense Service Delivery team and request an unsettlement of the transaction(s), in case the transaction(s) cannot be remade/loss of receipt information.
    NOTE: this request can be done only as an exception, hence please use it as such.