Reimbursing Expenses
The reimbursement pages provide helpful information when you’re using an external payroll system. An example would be when your company uses an external payroll system to reimburse expense users. In this case, you should create a view in the payroll system where you can see how much each expense user is owed and then transfer the data to the payroll system, adding information about the users who’ve now been reimbursed.
The reimbursement views can be filtered by date intervals, and the total can be shown in Amounts, Quantity, or Distance, among others. The total is also distributed over a dynamic range of columns for each document type. On the Expense reimbursement page, for example, the totals are displayed over each expense type. On the Mileage reimbursement page, the totals are displayed for each mileage rate, while the totals are shown over each for each per diem group on the Per Diem reimbursement page.
When your company doesn’t use an external payroll system, these views are not relevant. The expenses will be marked as Reimbursed immediately after posting.
The Reimbursement Method decides for each document if an external payroll system will be used or not, see Setting up Reimbursement Method.
Reimbursement page fields
| Field | Description |
|---|---|
| Date Filter | Offers the possibility to filter data by a date interval. For example, when you want to see the reimbursable amounts for only the current moth. |
| View By | Offers different filter options based on the state of the expenses: Awaiting Posting, Ready to reimburse, Posted and reimbursed, Everything |
| View As | Visualize the total as amounts or quantity. For example, you might want to see how much |
| User | The ID of the expense user. |
| Name | The name of the expense user. |
| Balance | The balance on the current user. This is a total for the specified period for all the expenses, independently of their state. The balance presents the amount as they were reported, and it does not calculate how much should be refunded to the user. For example, an expense with 100 GBP paid with company credit card will give no refund to the user (since it is paid by company credit card). For this example, the Balance will be 100. |
| Reimbursable Amount | The reimbursable balance on the current user. This is the amount which should be reimbursed to the expense user. For example, an expense with 100 GBP paid with company credit card will give no refund to the user (since it is paid by company credit card). For this example, the Reimbursable Amount will be 0. |
Reimbursing a user's expenses
In the example below, it's described how to reimburse expenses for an expense user or an expense user group.
To reimburse a user's expenses, follow these steps:
- Choose the
icon, enter Expense Reimbursement, and then choose the related link. - Set a Date Filter for the period you would like to have the overview. For example, set filters for the previous month.
- Make sure View by is set to Ready to be Reimbursed.
- Make sure View as is set to Amount.
- On the Expense Reimbursement section, check that you agree with the amounts.
- At this stage you might want to transfer the reimbursable amounts to an external payroll system. You can do it manually by typing into that external system or by selecting Export to Excelin the action bar. The excel file generated can be sent on to the relevant people.
- When you get a confirmation that the expense user has been reimbursed in the external payroll system, you can mark the expenses in the current view as Reimbursed so that you avoid reimbursing them again the next time. Do this by selecting the action Reimburse on the action bar.