Reimbursing Per Diem Expenses
If you’re using an external payroll system for your company to reimburse expense users for example, it's good practice to create a view in the payroll system where you can see how much each expense user is owed. Then, transfer the data to the payroll system, adding information about the users who’ve been reimbursed.
You can filter reimbursement views by date intervals, and have the total shown in terms that make sense, for example: amount and quantity. All expense types are shown as columns on the Per Diem Reimbursement page. The total amount for per diem expenses is shown for each per diem group on the Per Diem Reimbursement page. The amount for each expense type (if used) will also show for each individual expense user.
If your company doesn’t use an external payroll system, these views are not relevant, and the expense will be marked as Reimbursed immediately after posting.
For each document, the Reimbursement Method decides if an external payroll system will be used or not. For more information, see Setting up reimbursement methods.
In this article you will learn how to:
Understand the per diem reimbursement page fields
| Field | Description |
|---|---|
| Date filter | Allows you to filter data by a date interval. For example, when you want to see the reimbursable amounts for only the current month. |
| View as | Visualize the total as amounts or quantity. |
| View by | You can view different filter options based on the state of the expense: Awaiting posting, Ready to reimburse, Posted and reimbursed, Everything. |
| User | The ID of the expense user. |
| Name | The name of the expense user. |
| Balance | The balance of the current user. This is the total for the specified period for all per diem expenses, independent of their state. The balance presents the amount as it was reported, it does not calculate how much should be refunded to the user. For example, an expense of 100 EUR, that was paid for with a company credit card, will require no refund to the user (since it was paid for by a company credit card). In such a case, the Balance will be 100. |
| Refundable amount | The refundable balance for the current user. This is the amount that will be refunded to the expense user. For example, if an expense of 100 EUR was paid for with a company credit card, there will be no refund for the user (as the expense was paid for by a company credit card). In such a scenario, the Refundable amount will be 0. |
| Default | The total amount or the number of per diems ready to be reimbursed for a specific user, grouped by Per Diem Group. |
Reimburse a user's per diem expenses
In the following example, you can reimburse expenses for an expense user or an expense user group.
To reimburse a user's expenses:
- Search
for Per Diem Reimbursement, then choose the related link. - Set a Date Filter for the period you want to have an overview of. For example, set filters for the previous month.
- Ensure View by is set to Ready to Reimburse.
- Ensure View as is set to Amount.
- In the Per Diem Reimbursement section, check you agree with the amounts.
- At this stage you can transfer the reimbursable amounts to an external payroll system. You can do this manually by typing in the external system, or by selecting Export to Excel on the action bar. You can send the Excel file that's generated to the relevant recipients.
- When you receive confirmation that the expense user has been reimbursed in the external payroll system, mark the per diem expenses in the current view as Reimbursed. On the action bar, select Reimburse. This avoids accidentally reimbursing them again the next time.
See also
For more information about reimbursing expenses and per diem expenses, see:
Overview of per diem expenses
Reimbursing expenses
Reimbursing mileage expenses