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A way for EEs to reimburse the company for personal expenses

JennCJennC Expensify Customer Posts: 1

We often find that EEs will accidentally make personal purchases via their corporate card. Please make an easy way for EEs to electronically "pay" the company for these charges from their already linked account or another preferred account (they currently resort to writing us checks)

1 votes

Gathering use cases · Last Updated


  • Rachael HopkinsRachael Hopkins Expensify Success Coach - Admin Posts: 806 Expensify Team

    Hi @JennC Welcome to the Expensify Community!

    This is quite a common query via Support: "I accidentally bought X on my company's card, how do I pay it back?" - Right now, the only solution is for them to add a negative expense to a report with a reimbursable balance, thereby being reimbursed less. But, that only works if the user also had reimbursable expenses!

    The main downfall I see with allowing users to pay the Company from their own bank account, is that there are far more security hoops to jump through for setting up an account to be debited, than an account to be credited. Would a user want a week-long process and a phone call with their bank, when they could just use their bank's app on their phone or computer?

    And if the person does this enough to warrant the more long-winded debit account setup, would it be an education issue rather than a feature which is needed? Food for thought, I would love to hear what you think!

  • jmcvay37jmcvay37 Expensify Customer Posts: 3

    I'm looking for a solution for this scenario also.

  • Matt MooreMatt Moore Expensify Customer, Expensify Success Coach - Admin, Expensify Team Posts: 111 Expensify Team

    Hey @jmcvay37, I've copied this detailed explanation over from another thread:

    The best solution would be to have your users create a negative purchase for the same dollar amount of the personal transaction.

    This would allow you to import the correct charge (which is necessary for reconciliation) while also allowing for both you and the user to track and repay the personal charge.

    To create an expense that shows a negative amount, you can either enter a negative sign "-" or add parentheses around the amount.

    For example, if you purchased an item for $5.00 and then returned it, the purchase would show as $5.00 but the returned amount would be recorded as ($5.00) or -$5.00.

  • StephanieL789StephanieL789 Expensify Customer Posts: 29 Expensify Admirer

    What we do is we instruct the user to put it to a category called Personal Use then they send checks to cover that and we reconcile the Personal Use account regularly. This is much easier than messing with negative amounts

  • Michael HaxhiuMichael Haxhiu Expensify Customer, Expensify Team Posts: 50 Expensify Team

    @StephanieL789 Thanks for sharing your approach. We've seen some customer take that route too -- in the end, the choice is yours to make with regards to offsetting.

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