Bookkeeping How to simplify your expense reimbursement process

How to simplify your expense reimbursement process


Unfortunately, mileage to and from an employee’s normal place of work, such as their office, is not eligible for reimbursement. When it comes to meals, many companies also limit how much they reimburse each day and communicate this clearly to their employees. Of course, the employee can choose to spend more, but they won’t be surprised when they’re not fully reimbursed. As more and more companies eliminate their offices, individual employees may still benefit from going to a designated workspace each day. Coworking spaces improve work-life balance, build community, and provide networking opportunities for people who don’t report to an office each day.

Maintaining fair and short reimbursement processing cycle times is another challenge. Remember, when employees pay for business expenses, they have less money available for what they need personally. In normal circumstances, all money paid by an employer to employees counts as taxable income. But in most cases, it would be unfair to deduct payroll taxes from reimbursements.

What is web-based expense management?

We can take care of your accounting, bookkeeping, tax, and CFO needs so that you don’t have to worry about any of them. Reimbursement refers to the money returned based on the parameters laid out in an expense policy. Expense policies should be company wide, regardless of position or individual relationship. This reduces jealousy and bitterness among employees, which reduces the possibility of intentional fraud due to unfairness.

  • The system uses these records to reimburse employees and credit card companies.
  • In this final section, let’s look at how they speed the approval process and make life easier for employees as well.
  • In addition to faster reimbursement cycle times, your employees will benefit from an overall smoother process.
  • What are some examples of ordinary and necessary expenses that would require employer reimbursement?
  • However, you must be aware of the nuances in different regulations, as some expenses may be taxable depending on the situation.

All this is to say that employees likely have to wait a bit to get their money back, which further exacerbates the financial burden discussed above. The Conferma report found that 2 in 5 employees have experienced cash flow issues due to slow expense reimbursement. Furthermore, the time spent by employees throughout the whole process could be better spent on more strategic, high-value projects for the company.

What to look for in expense management software

Check with your employer to discuss your company policy if they have one in place. If they don’t, it could be worth your time to work with your employer to develop an accountable expense plan with common employee expenses. It’s not uncommon for an employee to have to use their own out-of-pocket money to cover work-related expenses. You might have to travel for work for a period of time with your personal vehicle and fill up with gas, for example. There are also some other expenses you might be able to get reimbursed for, such as a standard mileage rate. For a business expense to be considered tax-deductible to the business and received tax-free by the employee, it must fall under the definition of an accountable plan1.

What Is Employee Expense Reimbursement And How Does It Work?

If the receipt is for a stapler at Office Depot, the business nature of the purchase is self-evident. Meals and travel, however, require a bit more support, such as calendar invitations that corroborate business dinners or airline ticket dates that coincide with a business meeting. Even in these situations, receipts are the most vital documents, because they prove employees spent money. As proof of transactions, receipts are the most important component of any expense approval workflow. When substantiating an expense, employees have to show what was purchased, when, and where, and be able to provide reasons the expense was business-related. For example, your company may have a standard approval workflow for everyday expenses below a threshold amount of $500.

1 Understanding the Reimbursement Process

In the past, employees submitted a paper reimbursement request form to their managers, who would then have to stamp or sign to approve it before taking it to the finance team for payment. Unless they followed up with their boss or the finance team, the employee didn’t know right away whether or not their manager had approved the request. Some companies opt to reimburse employees for medical expenses up to a certain amount. There are no circumstances in which an employee would or would not be eligible for reimbursement — it’s entirely up to the company whether or not to offer this perk. So far, we’ve covered the definition of expense reimbursement and the different categories reimbursements fall under. We’ve also reviewed the kinds of organizations in which employees are most likely to be reimbursed for expenses.

Additionally, you must specify how you want the system to update the Invoice Number, Invoice Date, and Remark fields. After you run the Expense Report Reimbursement program (R20110), the system creates vouchers or time card records, depending on the reimbursement method. You must post the vouchers to create the appropriate accounting entries and update account balances. Before posting the reimbursement transactions, you can review and revise account entries.

Shreya Christina
Shreya has been with for 3 years, writing copy for client websites, blog posts, EDMs and other mediums to engage readers and encourage action. By collaborating with clients, our SEO manager and the wider team, Shreya seeks to understand an audience before creating memorable, persuasive copy.

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