Cash reimbursements for employee expenses

Reimbursing employees for expenses involves a workflow in which entered expenses move from selection to payment. For example, payment can be made by printing a cheque or generating an ACH payment file. In some cases, you actually reimburse expenses with cash. Use this page to create and select payment requests for cash.

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse.

2. For the Payment method, select Cash.

3. Select filtering and format options.

   For more information, go to Select expense reports to reimburse.

4. Select List.

5. Select the expense reports for which you want to create payment requests, and select Continue.

   The Expense Payment Request Summary page appears.

   The requests that you see in the Expense Payment Request Summary are based on what you selected on the Payment Requests field of the Select to Pay page. For example, if you selected Merge reimbursement requests into one per employee, this page displays multiple line item requests per employee; if you selected Generate one reimbursement request per expense, the system generates a single line item request per employee, so long as the requests have the same reimbursement date.

6. Select the payment requests you want to process, and select Save.

   If your company uses multiple transaction currencies, the amount is in the employee's reimbursement currency. In addition, the system adds an additional field so you can enter the amount in base currency. You find this amount on your bank receipt or by asking the bank.

   When you select Save, the system posts the reimbursement is posted to the GL, and no further action is required because you already made the reimbursement in cash.

Field descriptions

Cash reimbursements for employee expenses field descriptions

Field	Description
Employee ID, Employee Name, Payment Date, and Amount Selected	The contents of these read-only fields are derived from information you entered on the Select To Pay page.
Document Number	You can enter an optional document number. This field is displayed if you selected the Cash reimbursement method.
Memo	In the case of Cash, the memo is simply for your information.
Currency	The system displays this field if your company uses foreign currencies.
Base Amount	The system displays this field if your company uses foreign currencies. If so, enter the actual base amount from the bank record for this transaction. There is no field for the exchange rate that the bank used. If you would like to document the exchange rate, enter it in the Memo field. For example, say you are in the Mexico office and need to pay a 50,000 peso AP purchase invoice. You ask the bank how much it will cost in USD to write a cheque for 50,000 pesos. The bank computes their rate today and tells you the amount in USD. (This is similar to how you buy a foreign-currency cashier cheque. You go to the bank, request a 50,000 peso cashier cheque and the bank tells you how much that will be in US dollars.