Reimburse employees

After an expense report is posted to an accounting journal, the next step is to reimburse the employee. Employees can be reimbursed via cash, check, or direct deposit in three ways:

• Individually: Each individual expense report is reimbursed separately.

• In bulk: Multiple expense reports are reimbursed in a single payment.

• In the employee’s payslip: Expense reports are reimbursed directly in the employee’s payslip.

Reimbursement settings

Reimbursements can be paid via a paycheck, check, cash, or bank transfer (usually referred to as direct deposit). To set up payment options, first configure the various settings by navigating to Expenses app ‣ Configuration ‣ Settings.

To reimburse employees for expenses in their paychecks, tick the checkbox beside the Reimburse in Payslip option in the Expenses section.

Next, set how payments are made in the Accounting section. Click the drop-down menu under Payment Methods, and select the desired payment option. The default options include paying by Manual Payment (Cash), Manual Payment (Bank), Batch Deposit (Bank), and Checks (Bank).

Leaving this field blank allows for all available payment options to be used.

When all desired configurations are complete, click Save to activate the settings.

Reimburse in payslips

If the Reimburse in Payslip option is activated on the settings page, payments can be added to the employee’s next payslip, instead of issuing separate payments.

Importante

Reimbursing expenses on payslips can only be done individually for an approved expense report. Once an expense report has a status of Posted, the option to reimburse in the following payslip is not available.

Navigate to Expenses app ‣ Expense Reports, and click on the individual expense report to reimburse on the following paycheck. Click the Report in Next Payslip button, and the expenses are added to the next payslip issued for that employee.

Once the expense report is added to the following payslip, a message is logged in the chatter stating Expense report (expense report name) will be added to the next payslip. The status for the expense report remains Approved. The status only changes to Posted (and then Done), when the related payslip is processed.

Vedi anche

Refer to the Payslips documentation for more information about processing paychecks.

Reimburse individually

To reimburse an individual expense report, first navigate to Expenses app ‣ Expense Reports. All expense reports are presented in a default list view. Click on the expense report being reimbursed to view the report details.

Importante

Only expense reports with a status of Posted can be reimbursed directly to the employee (not via a payslip).

Click the Pay button in the top-left corner of the expense report, and a Pay pop-up window loads. Enter the following information in the pop-up window:

• Journal: Select the accounting journal to post the payment using the drop-down menu. The default options are Bank or Cash.

• Payment Method: Select how the payment is made using the drop-down menu. If Cash is selected for the Journal, the only option available is Manual Payment. If Bank is selected for the Journal, the default options are Manual Payment or Checks.

• Recipient Bank Account: This field only appears if the Journal is set to Bank. The employee’s bank account populates this field, by default. If the employee has more than one trusted bank account on their employee profile, use the drop-down menu to select the desired bank account.

• Amount: The total amount being reimbursed populates this field, by default.

• Payment Date: Enter the date the payment is issued in this field. The current date populates this field, by default.

• Memo: The text entered in the Expense Report Summary field of the expense report populates this field, by default.

When the fields of the pop-up window are completed, click the Create Payment button to register the payment, and reimburse the employee. A green In Payment banner now appears on the expense report.

Reimburse in bulk

To reimburse multiple expense reports at once, navigate to Expenses app ‣ Expense Reports to view all expense reports in a list view. Next, select the expense reports to be reimbursed.

Importante

Only expense reports with a status of Posted can be reimbursed directly to the employee (not via a payslip).

Suggerimento

Adjust the STATUS filter on the left side to only show Posted expense reports. This displays only expense reports that are able to be reimbursed.

Tick the checkbox next to the expense reports being reimbursed, then click the Pay button, and a Pay pop-up window loads. Enter the following information in the pop-up window:

• Journal: Select the accounting journal to post the payment using the drop-down menu. The default options are Bank or Cash.

• Payment Method: Select how the payment is made using the drop-down menu. If Cash is selected for the Journal, the only option available is Manual Payment. If Bank is selected for the Journal, the default options are Manual Payment or Checks.

• Group Payments: When multiple expense reports are selected for the same employee, this option appears. Tick the checkbox to have only one payment made per employee, rather than issuing multiple payments to the same employee.

• Amount: The total amount being reimbursed for all the expense reports populates this field, by default.

• Payment Date: Enter the date the payments are issued. The current date populates this field, by default.

When the fields on the Pay pop-up window are completed, click the Create Payments button to register the payments, and reimburse the employees.