Duplicate Spend Detection
Written by Michelle Henley
Updated at October 24th, 2024
Table of Contents
Use Case:
Organizations need to prevent duplicate expense submissions to avoid overpayments and ensure compliance with company policies. Duplicate transactions may occur unintentionally or as part of fraudulent activity.
The Duplicate Spend Detection risk analytic uses a list-based approach, where predefined rules identify potential duplicate expense entries. These rules compare transaction details such as employee, amount, merchant, date, and expense type, while excluding lodging expenses and accounting for factors like report type (same or different), payment method (e.g., cash), and time frame (e.g., within 60 days). Organizations select which rules from the list to apply and designate them as weak, moderate, or strong risk. If a transaction meets one of the selected criteria, it is flagged accordingly, allowing organizations to effectively identify and address duplicate entries and maintain compliance.
| Description | Identifies possible duplicate expenses for an employee using a variety of chosen detection keys |
| Domain(s) | Employee |
| Analysis Type | Context Flag |
| Focus Area | Policy/Control |
| Score Methodology | The detection key is where a duplicate is noted when two transactions have the same value for the key noted |
Default Scoring Criteria
Importance: 1 (default)
Enabled: True (default)
| Risk Result | Default Value | Notation |
|---|---|---|
| Weak | Key E; Key F | Specific Key (See chart in Unique Configurations below) |
| Moderate | Key C; Key D | |
| Strong | Key A; Key B | |
| Auto | Not set. |
Unique Configuration
Collections can be created using a combination of the following:
-
Keys:
- Transaction Amount
- Transaction Date
- Spend Date
- Expense Type
- Expense Type (Detailed)
- Company
- Subject ID
- Employee
- Merchant - the Merchant name as provided in the Credit Card details. Note: Concur defines this field as the “Name of the merchant.”
- Vendor - the Vendor Name which may be manually input/overwritten by an employee. Note: Concur defines this field as the “The vendor name of the expense entry, which can be entered manually by the user or imported from the card transaction
- Merchant Name field
- Merchant|Vendor - Merchant name (credit card) unless it is not available, then take vendor name
- Report Custom Field 1
- Report Custom Field 2
- Expense Custom Field 1
- Expense Custom Field 2
- Itemization Custom Field 1
- Itemization Custom Field 2
-
Criteria:
- Different Payment Methods
- No Credits
- Different Transaction Date
- Different Impact Date
- Impact Within 10 Days
- Impact Within 30 Days
- Impact Within 60 Days
- Impact Within 90 Days
- Impact Within 180 Days
- Transaction Within 10 Days
- Transaction Within 30 Days
- Transaction Within 60 Days
- Transaction Within 90 Days
- Transaction Within 180 Days
- Spend Amounts >= $50
- Spend Amounts >= $500
- Spend Amounts >= $1000
- Different Reports
- Same Report
- At Least One Cash
- All Cash
- Exclude Transportation Airfare
- Exclude Transportation (Other)
- Exclude Transportation Mileage
- Exclude Telecom
- Exclude Shipping
-
Exclude Lodging
| Key | Rule for “Hit” Identification |
|---|---|
| A | Same Employee / Amount / Merchant / Date, Exclude Lodging, Different Reports, At Least One Cash, Impact within 60 Days, Greater than $50. |
| B | Same Employee / Amount / Merchant / Expense Type, Exclude Lodging, Different Reports, At Least One Cash, Impact within 60 Days, Greater than $50. |
| C | Same Employee / Amount / Merchant / Date, Exclude Lodging, Different Reports, Impact within 60 Days, Greater than $50. |
| D | Same Employee / Amount / Merchant / Expense Type, Exclude Lodging, Different Reports, Impact within 60 Days, Greater than $50. |
| E | Same Employee / Amount / Merchant / Date, Exclude Lodging, Same Reports, Impact within 60 Days, Greater than $50. |
| F | Same Employee / Amount / Merchant / Expense Type, Exclude Lodging, Same Reports, Impact within 60 Days, Greater than $50. |
| G | Same Employee / Amount / Merchant, Exclude Lodging, Impact within 60 Days, Greater than $50. |
| K | Same Employee / Amount / Merchant|Vendor / Date, Exclude Lodging, Different Reports, At Least One Cash, Impact within 60 Days, Greater than $50 |
| L | Same Employee / Amount / Merchant|Vendor / Expense Type, Exclude Lodging, Different Reports, At Least One Cash, Impact within 60 Days, Greater than $50. |
| M | Same Employee / Amount / Merchant|Vendor / Date, Exclude Lodging, Different Reports, Impact within 60 Days, Greater than $50. |
| N | Same Employee / Amount / Merchant|Vendor / Expense Type, Exclude Lodging, Different Reports, Impact within 60 Days, Greater than $50. |
| O | Same Employee / Amount / Merchant|Vendor / Date, Exclude Lodging, Same Reports, Impact within 60 Days, Greater than $50. |
| P | Same Employee / Amount / Merchant|Vendor / Expense Type, Exclude Lodging, Same Reports, Impact within 60 Days, Greater than $50. |
| Q | Same Employee / Amount / Merchant|Vendor, Exclude Lodging, Impact within 60 Days, Greater than $50. |
| AB | All Employees / Amount / Merchant|Vendor / Date, Exclude Lodging, Different Reports, At Least One Cash, Paid within 60 Days, Greater than $50. |
| AC | All Employees / Amount / Merchant|Vendor / Expense Type (Detailed), Exclude Lodging, Different Reports, At Least One Cash, Impact Date Within 60 Days, Greater than $50. |
| AD | All Employees / Amount / Merchant|Vendor / Transaction Date, Exclude Lodging, Different Reports, Impact Date Within 60 Days, Greater than $50. |
| AE | All Employees / Amount / Merchant|Vendor / Expense Type (Detailed), Exclude Lodging, Different Reports, Impact Date Within 60 Days, Greater than $50. |
| AF | All Employees / Amount / Merchant|Vendor / Transaction Date, Exclude Lodging, Same Reports, Impact Date Within 60 Days, Greater than $50. |
| AG | All Employees / Amount / Merchant|Vendor / Expense Type (Detailed), Exclude Lodging, Same Reports, Impact Date Within 60 Days, Greater than $50. |
| AH | All Employees / Amount / Merchant|Vendor, Exclude Lodging, Paid within 60 Days, Greater than $50. |
Exclusions
- Any transaction for less than $0.01