Reimburse employees

After an expense is posted to an accounting journal, the next step is to reimburse the employee. Employees can be reimbursed directly in their paychecks, or an individual expense can be reimbursed via cash, check, or direct deposit.

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 the 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 (Bank), Batch Deposit (Bank), and Checks (Bank). Depending on the installed payroll localization, additional options may appear.

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.

Important

Only expenses with a status of Approved and Posted are able to be reimbursed in a payslip. If an expense with a different status is selected, a warning appears when attempting to repay the expense in a payslip.

See also

Payslips

Reimburse individually

Navigate to Expenses app ‣ My Expenses ‣ Expenses to Process, and click on an expense with a Status of Approved or Posted.

On the individual expense, click the Report in Next Payslip button. A message is logged in the chatter stating the Expense ("Expense Name") will be added to the next payslip. The status for the expense remains unchanged, but changes to Posted when the journal entry is posted, then Paid when the related payslip is processed.

If the expense is repaid in another manner before the payslip is processed, the expense can be removed from the payslip by clicking the Remove from Payslip button.

Reimburse in bulk

Navigate to Expenses app ‣ My Expenses ‣ Expenses to Process, and click the checkbox next to all the expenses being reimbursed.

Tip

To select all reimbursable expenses, adjust the side menu so that only Approved or Posted are checked. Next, click the checkbox next to Employee to select all expenses.

Click the Actions button, then select Report in Next Payslip from the resulting drop-down menu. Report in Next Payslip button, and the expenses are all added to the next payslip issued for the corresponding employee.

Nothing changes on the Expenses to Process dashboard, but a message is logged in the chatter of each individual expense stating the Expense ("Expense Name") will be added to the next payslip. The status for the individual expenses remains unchanged, but changes to Posted when the journal entry is posted, then Paid when the related payslip is processed.

Reimburse expenses via cash, check, or direct deposit

To reimburse an individual expense, navigate to the Expenses app ‣ My Expenses ‣ Expenses to Process, and the Expenses to Process dashboard appears, displaying all Submitted expenses. Adjust the side menu to display only Posted expenses.

Note

Only expenses that have been posted to an accounting journal (expenses with a status of Posted) can be reimbursed.

Click the expense to pay, then click the Journal Entry smart button. On the journal entry, click the Pay button. In the Pay pop-up window, 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 journal is Bank.

• 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, and the Payment Method is set to Manual Payment. 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 Description field of the expense form 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 Paid banner now appears on the journal entry.