In Reimbursements (Payment Selections), select Expense Reports to be paid or reimbursed.
When Expense Reports are selected to be paid, the payment is completed and confirmed., the T&E report status is set to reimbursed. An email is generated with a .csv file attachment which contains the payment data. This can then be imported into your financial system.
The process to create a Reimbursement occurs in 3 steps
- Create Reimbursement (Payment Selection)
- Reimbursement Header (payment date, description, currency)
- Query and Select the Expense Reports
- Complete the Selection and Save
- Complete Reimbursement
- Email is sent with Expense Report Details
- Confirm Reimbursement
- Status of Expense Reports is changed to Reimbursed
Create Reimbursement
From the Tab Reimbursements, click New.
Another option is to start the selection from the Tab T+E Report - select a report and click Create Reimbursement
Step 1: Payment Selection Header
Enter the information for the reimbursement (date, description, currency, report owner). Click Next.
Step 2: Select Reports to be paid
- Enter Expense Report selection criteria and click Query
- Select the Expense Reports
- Optionally click on the Payment Amount to change it
- Optionally update the reimbursement amount and reason and click Update
- After selecting all the reports to pay, select Next
Tip: Place your mouse over the T&E report field in the list view to see summary information for that T&E report.
Check the T&E reports to include or click Select All to include all records. Click the Payment Amount field on any selected line to change the payment amount and enter a Difference Reason. Click Update to save changes to the payment amount.
Note: If the payment amount is changed, this results in a partial payment of the T&E report.
Step 3: Save
The Payment Selection Details section displays the lines for this payment selection. Click Save if you have no more changes or additions to make or click Previous to return to step 2.
Complete Reimbursement
Select a new Reimbursement Record and select the action Complete
After you click Complete
- Lines cannot be added or deleted from completed payment selections.
- An email is sent to the user with an attached .csv file that contains the payment selection details.
Confirm Reimbursement
Select a completed Reimbursement Record and select the action Confirm.
You can also confirm the Reimbursement immediately after confirmation.
After you click Confirm, the Expense Report Status is changed to Reimbursed and the Reimbursement amount saved.
Note: Partial payments will also update the T&E report's status to 'Reimbursed'.
Reimbursement Details
Payment Selection Status
The status of a payment selection is determined by the system. The following status options are used:
- New - Payment Selection has been entered but it not yet completed.
- Complete - Payment Selection has been completed.
No changes can be made. - Confirmed - Payment Selection has been confirmed.
All T&E Reports and T&E Items associated are updated to 'Reimbursed'
Payment Selection Fields
A description of the standard fields (in alphabetical order) that make up a payment selection. Some of these fields may not be visible or editable depending on your page layout and field-level security settings. Also, administrators can customize the display of fields.
- Completed Date - Date the payment selection was completed. This field is system maintained.
- Confirmed Date - Date the payment selection was confirmed. This field is system maintained.
- Currency - The default currency for all currency amount fields. Payment selection amounts are displayed in the payment selection currency and are also converted to the user’s personal currency. Available only for organizations that use multiple currencies.
- Description - Description of the payment selection. Up to 255 characters are allowed in this field.
- Only Payee (User) - Restricts the payment selection to just T&E reports for the selected user.
- Payment - Identifier for the payment selection. This field is system maintained
- Payment Amount - Amount for the payment selection in the currency of the payment selection.
- Payment Amount New - New amount for the payment selection. It reflects new payment lines that were selected.
- Payment Count - Number of T&E reports that have been selected for the payment selection.
- Payment Count New - New count of T&E reports that have been selected for the payment selection. It reflects new payment lines that have been added.
- Payment Date - Date for the payment selection
- Status - Status of the payment selection, automatically maintained.
Payment Selection Line Fields
a description of the standard fields (in alphabetical order) that make up a payment line. Some of these fields may not be visible or editable depending on your page layout and field-level security settings. Also, administrators can customize the display of fields.
- Currency - The default currency for all currency amount fields. Payment selection amounts are displayed in the payment selection currency and are also converted to the user’s personal currency. Available only for organizations that use multiple currencies.
- Description- Description of the payment selection. Up to 255 characters are allowed in this field.
- Difference - Amount difference between the expense amount and reimbursement amount.
- Difference New- New amount difference between the expense amount and reimbursement amount. It reflects updates made to the reimbursement amount.
- Document Amount - Amount of the document. This represents the T&E report amount.
- Payee - Owner of the T&E report. This is included in the generated Comma Separated values. A file format where the different field values are separated or delimited with a comma. file.
- Payment - Identifier for the payment selection. This field is system maintained
- Payment Amount - Amount for the payment selection in the currency of the payment selection.
- T&E Report - Identifier of the T&E report displayed.