Guide Categories
Expense Claim Payers
Configure who pays for employee expense claims and streamline your reimbursement process.
Overview
Expense Claim Payers help you designate which accounts or entities are responsible for paying employee expense claims, making tracking and reimbursement more efficient.
By setting up expense claim payers, you can automate the reimbursement process and ensure that expenses are paid from the correct accounts or budgets.
Payer Types
You can configure different types of payers based on your organizational structure:
- Company bank accounts - Main corporate accounts for general expenses
- Petty cash funds - Small cash amounts for minor expenses
- Department budgets - Specific departmental allocations
- Project accounts - Dedicated accounts for specific projects
Setting Up Payers
To configure expense claim payers:
- Navigate to Settings → Expense Claim Payers
- Click New Payer to create a new expense claim payer
- Enter a descriptive name for the payer
- Link the payer to the appropriate account in your chart of accounts
- Set spending limits if needed to control expenses
- Assign the payer to specific employee groups or departments
- Save the configuration
Note
Set up different payers for different departments or projects to better track and control expenses across your organization.
Configuration Options
When setting up expense claim payers, you can configure:
| Field | Description |
|---|---|
| Payer Name | Descriptive name for the payer |
| Account | The account that will pay the expenses |
| Spending Limit | Maximum amount that can be paid |
| Employee Groups | Which employees can use this payer |
| Approval Required | Whether expenses need approval before payment |
Managing Expense Claims
Once payers are configured, you can efficiently manage expense claims:
- Track claim approvals - Monitor which claims are pending approval
- Monitor payment status - See which claims have been paid
- Generate reimbursement reports - Create reports for accounting purposes
- Reconcile payer accounts - Ensure accounts balance correctly
- Set up automatic payments - Configure automatic reimbursements
Best Practices
- Clearly define payer responsibilities - Document which payer should be used for different types of expenses
- Set appropriate spending limits - Implement controls to prevent overspending
- Maintain audit trails - Keep detailed records of all expense payments
- Regular reconciliation of payer accounts - Ensure accounts are balanced monthly
- Document approval workflows - Clearly define who can approve different expense amounts
- Train employees - Ensure staff understand which payer to use for different expenses
Warning
Always maintain clear documentation and approval processes for expense claims to ensure compliance and prevent fraud.