Employee Expense Reimbursement
Employee Expense Reimbursement is the settled side of a claim. The claim says what a man spent, this says what the company agreed to give back, and it points at the claim so the two can be read together.
What it is for
The claim and the reimbursement are two documents on purpose. A man claims eleven thousand, three receipts are disallowed, and eight thousand is reimbursed. If there were one document you would have to edit his claim to make it agree with what you paid, and the record of what he actually asked for would be gone.
So the lines here are entered as what is being reimbursed, not copied blindly. Normally they match the claim. Where they do not, this document is the company's answer and the claim is the man's question, and both survive.
The Request No field is what links the two. A claim can be reimbursed once. If you pick a claim that already has a reimbursement against it, the screen will not let you raise a second one, which is what stops the same set of receipts being paid twice.
The same two date rules apply to the lines as on the claim: an expense date cannot be in the future, and it cannot be older than the client's claim limit in months.
How the money reaches the man is the same story as on the claim, and it is worth repeating because this is the screen people assume pays. It does not. Nothing in the payroll run reads these documents, and the Include in Pay Slip tick is recorded without being acted on. To reimburse through the payroll, raise an Employee Additional Payment Or Deduction line on a Debit wage type for the period. To reimburse outside the payroll, pay it on the finance side. This document is the record of what was agreed either way.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The reimbursement number | PYEE-000208 | Required. It numbers itself |
| Request No | The claim this settles | PYRE-000314 | Pick it from the list of claims. A claim already reimbursed will not be accepted again |
| Transaction Date | The date the reimbursement is recorded | 18 Jan 2026 | Required |
| Employee | Who is being reimbursed | Farhan Iqbal | Required. Pick him from the list. It must be the man who made the claim |
| Include in Pay Slip | Says the reimbursement is meant to go with the salary | Ticked, if that is the intention | Recorded on the document. It does not by itself put the amount on a payslip |
| Notes | Why the figures differ from the claim, if they do | Three meal receipts disallowed, outside policy | Optional, and the single most useful field on this screen |
Employee Expense
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line # | The line number | Fills itself | Leave it |
| Expense Date | The day the money was spent | 09 Jan 2026 | It cannot be in the future, and it cannot be older than the client's claim limit in months |
| Expense Category | What kind of expense it was | TRAVEL | Pick it from the Category list |
| Amount | What is being reimbursed for this item | 14,800.00 | The agreed figure, not necessarily what he claimed. Put nothing on the line if an item is disallowed outright |
| Receipt Number | The number on the bill | INV-88213 | Carry it over from the claim so the two documents can be matched line for line |
| Line Text | A note for this line | Approved in full | Optional. Use it to say why a figure was reduced |
How to configure it
- Have the Request For Expense Reimbursement in front of you, checked against the receipts.
- Open the screen, set the Transaction Date to today, and pick the claim in Request No. Pick the employee.
- Enter one line per item being reimbursed, with the same expense date, category and receipt number as the claim, and the agreed amount.
- Leave out any item that is being refused entirely, and say in Notes which ones and why.
- Save.
- Pay it: either an Employee Additional Payment Or Deduction line on a Debit wage type for the period, or a payment on the finance side.
Scenarios
We only agreed part of what he claimed
Enter the agreed figures here, not his. Leave his claim as he made it and put the reason in Notes. A month later, when he asks why he got eight thousand and not eleven, both documents are there and the answer takes ten seconds.
Somebody reimbursed the same claim twice
They cannot, as long as both reimbursements go through this screen against the claim - the second is refused. Double payment happens when the money is paid as an additional payment line twice over, so check the period's Employee Additional Payment Or Deduction document, not this one.
A man leaves with a reimbursement agreed and unpaid
It does not come up on his Final Settlement by itself, because nothing reads these documents. Add it to the settlement as a line by hand, as a payable, with this document's number as the reference.
What it is connected to
- Raised against a Request For Expense Reimbursement, once per claim.
- Needs the Category list for the line categories.
- To reach pay, the amount has to go on an Employee Additional Payment Or Deduction line. Payroll does not read these documents.
If something looks wrong
- "It will not accept the claim number" - that claim already has a reimbursement against it. Open the existing one.
- "It says the expense date cannot be in the future" or "is too old" - the line's date breaks one of the two date rules. Check for a typed year.
- "We recorded the reimbursement and nothing reached his pay" - correct. Raise the additional payment line for the period.
- "The reimbursement total does not match the claim" - that is allowed and often right. Check Notes for the reason before treating it as an error.