How to account for over-reimbursing an employee in a past report
Employee submitted a refund to a prior expense. How is that handled through Expensify? Is that charge deducted from the employee's bank account?
Best Answer
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamHello @Cr711 - thanks for joining and posting to the Community!
Expensify does not withdraw funds from employee accounts to pay back any over reimbursement. Instead, what we recommend is having the employee add a negative reimbursable expense to their next reimbursable report. This can be accomplished by creating an expense and wrapping the amount in parenthesis - i.e. (5.00).
When this happens, we'll deduct the amount of the negative expense from the positive reimbursable total of the report. In essence, the employee receives a smaller future reimbursement to "pay back" their previous over-reimbursement.
I hope this helps!
Answers
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thank you!
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
You're very welcome @Cr711, I'm always happy to help however I can.
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What happens if the employee enters a number like: -100.00 but their next reimbursement is only 50.00. That would still leave 50.00 outstanding. Does Expensify remember that and deduct it from subsequent reimbursements?
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@ArnoldAtEBCFO good question! Expensify won't keep track of the negative amount and subtract it from subsequent reimbursements. We recommend having the employee wait to submit the negative expense until the reimbursable total of their next report is greater than the negative amount.
The other option would be to break up the negative amount across multiple reports if their reports are small and infrequent.
