Most companies reimburse expenses via check or wire transfer in a similar way to how they pay vendors. Often, employees are simultaneously set up as vendor in their accounting system (e.g. Quickbooks) and expense claims are transferred from iBE to Quickbooks etc. as vendor bills. Payment or reimbursement is then handled by the accounting system.

You can optionally feedback the payment information (amount paid, date paid) from your accounting system back into iBE, adjusting the claim status and amount paid accordingly. Refer to this link for more information.

The amount reimbursed is displayed in the expense claim header and status as shown above.

You can also key in payments to employees or contractors right into iBE, by opening their expense claim in finance > expense admin and clicking on the payments button as highlighted in the first step to bring the payment popup shown directly above. You can enter the amount reimbursed (which can be any number up to the total reimbursible value of the claim minus any prior payments or cash advances), date and a comment. Employees can then view their reimbursement amounts and status as mentioned above.

The last option is to reimburse expenses as part of the pay calculation and payroll data feed from iBE to a connected payroll system like ADP Workforce. To do this check the expenses via payroll link and enter a compensation code set-up to represent expense reimbursements in the employee compensation tab as shown above. Then run time evaluation & pay calculation as you would do for labor.

• What happens when you do this is that any expense claims where claim date (on header) falls inside the pay period are added up (reimbursable items only) and the sum of all claims for this payroll cycle is added to the employee's payroll data for the special "expenses only" compensation code assigned to the employee
• At the same time these processed expense claims are marked as fully reimbursed similar to the first two sections above, so that employees can tell which claims have been reimbursed via payroll and which are still open. If you re-run payroll the same (previously reimbursed) claims will get re-processed with warning messages.

It is important to watch your claim dates for expense reimbursement via payroll. If you enter or approve a claim for a date inside a previously completed payroll period that expense will never get reimbursed in a future payroll period, until you modify the claim date.