How do you pay back company for accidental personal expense on Expensify card?

nhoffman94_tob

Someone accidentally made a personal purchase on their company Expensify Card. How can they pay it back? Is there a way for them to submit payment through Expensify?

Michael Haxhiu

Hey @nhoffman94_tob

There are two ways you can potentially handle this situation, laid out below:

A. If the employee is submitting Reimbursable expenses (i.e. out of pocket spend), you can have them create a negative expense to account for the amount spent on their Expensify Card. This negative expense would act as a credit, and reduce the reimbursable total for their out of pocket reimbursement. You can create a negative expense like so:

B. You can also handle it outside of Expensify, and deduct the corresponding amount from the user's payroll or have them submit payment for the accidental charge.

Let me know if this addresses your question!

nhoffman94_tob

Thank you, we will try it out!

nhoffman94_tob

We got this error message. They created a manual expense and checked the reimbursable checkbox and entered a negative number in the total. It's the only expense on the report. I ran it through the regular process of approval but when I clicked "reimburse" I got this message:

nhoffman94_tob

@Michael Haxhiu see comment above

Michael Haxhiu

@nhoffman94_tob Sorry for the confusion! If the employee is going to submit a negative, we just need to make sure the expense report contains other Reimbursable expenses (so that there is a total for reimbursement that we can reduce, to account for the difference). Does that make sense?

So we need the end-user to add this negative expense to an expense report that has other valid reimbursable line items. This is a workaround, but a viable workaround nonetheless!

rory_abraham

I believe your policy admin can also send an invoice to the employee for the amount of the accidental spend.

kate1968

If you are a policy admin and decide to invoice the employee for the personal use on the Expensify card. What are the proper steps to create the invoice? Support hasn't been helpful thus far. We have done it previously, we have taken those same steps and it isn't working. Thanks