Request For Expense Reimbursement
Request For Expense Reimbursement is the claim. A man lists what he spent, when, on what, and the receipt number for each item, and asks for the money back.
What it is for
A man travels to Karachi for a supplier meeting, pays for his own hotel and keeps the bills. This screen is where he or HR enters those bills, one line per bill, so that there is one claim with one number instead of a folded set of receipts in an envelope.
Two rules are applied to the lines, and they exist because claims are where expenses go wrong. An expense date cannot be in the future, and an expense date cannot be older than a limit set for the client, counted in months. Both are reported against the line, with its line number, so you know which bill to pull out.
The claim itself does not pay anybody. It is the request. Employee Expense Reimbursement is the document that records the reimbursement against the claim, and a claim can only be reimbursed once.
Be clear with the client about how the money actually reaches the man, because this is the question that comes up on day one. The payroll run does not read expense reimbursements. Nothing on either of these two screens puts money on a payslip by itself, and the Include in Pay Slip tick is recorded on the document and is not acted on. To pay a reimbursement through the payroll, raise an Employee Additional Payment Or Deduction line for the amount on a Debit wage type for the right period. To pay it outside the payroll, pay it through the finance side and keep this claim as the record of what was claimed.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Request No | The claim number | PYRE-000314 | Required. It must be unique, and the screen refuses a repeat |
| Date | The date of the claim | 12 Jan 2026 | Required. This is the date the claim is made, not the date of the expense |
| Employee | Who is claiming | Farhan Iqbal | Required. Pick him from the list |
| Include in Pay Slip | Says the claim is meant to be paid 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 | Anything the approver needs to know | Karachi supplier visit, 8 to 10 January | Optional and worth filling |
Details
| 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 was spent | 14,800.00 | One line per receipt. Do not add two receipts together on one line |
| Receipt Number | The number on the bill | INV-88213 | Fill it. This is what makes the claim checkable |
| Line Text | A note for this line | Hotel, two nights | Optional |
How to configure it
- Make sure the expense categories the client uses exist in the Category list. A claim cannot be categorised into something that is not there.
- Agree with the client how far back a claim may go, and have that month limit set, so the screen refuses a stale claim instead of a person having to.
- Open the screen. Set the Date to today and pick the employee.
- Tick Include in Pay Slip if the client's practice is to reimburse with the salary.
- Add one line per receipt. Put the real date of the expense, the category, the amount and the receipt number.
- Save.
- When the claim is settled, raise an Employee Expense Reimbursement against it, and if it is being paid through the payroll, an Employee Additional Payment Or Deduction line for the period.
Scenarios
A man brings receipts from four months ago
The screen refuses them if they are older than the client's claim limit. That limit is there on purpose and should not be moved for one case. If management decide to pay an old claim anyway, pay it as an additional payment for the period and note why, so the exception is visible.
He has eleven receipts from one trip
One claim, eleven lines. The receipt number on each line is what makes the claim auditable. Do not total them onto one line to save typing - the first query from audit will be about one particular bill.
We approved the claim and he has not been paid
Approving the claim is not paying it. Raise the Employee Expense Reimbursement document against the claim, and then pay it, either through the finance side or as an additional payment on his next payroll.
What it is connected to
- Needs the employee record and the Expense Category list.
- Employee Expense Reimbursement is raised against the claim and can only be raised once per claim.
- To reach pay, the amount has to go on an Employee Additional Payment Or Deduction line. The payroll run does not read these claims.
If something looks wrong
- "It says the expense date cannot be in the future" - the date on that line is later than today. Check for a typed year.
- "It says the expense date is too old" - the claim is outside the client's claim limit in months.
- "It says the request number already exists" - that number has been used. Let the screen number the claim itself.
- "The claim was approved and nothing appeared on the payslip" - nothing on this screen reaches the payroll. Raise an additional payment line for the period.