Quick answers for the people who run payroll and pay back expenses through the payslip. Each answer links to the article with the full steps.

FAQ

1. How do I set up how expenses appear on the payslip?

Link each expense category to a payroll concept, in Settings > Compensation > Connected modules > Spending, or in the Payroll settings under Synced compensations if your company doesn't have Compensation. See How do I set up how expenses appear on the payslip?

2. How do I pay back expenses through the payslip?

Select Approved out-of-pocket expenses in Spending > Employee expenses, click Reimburse and choose the period. Paying back through payroll depends on your plan; your Account Manager can confirm. See How do I pay back expenses through payroll?

3. Should I choose Current period or Next period?

Current period adds the reimbursement to the ongoing payroll period, Next period to the upcoming one. If the current period is closed, you'll see "You can’t add new compensations to the current period.": choose Next period. See How do I pay back expenses through payroll?

4. Can I take an expense back out of the payslip?

Yes, while that payroll period is open: in Spending > Employee expenses > Paid tab, select it and click Delete from payslip; the expense goes back to Approved. Once the period is closed, it may be refused with "The policy period is closed" and the expense stays In payroll. See How do I pay back expenses through payroll?

5. Why can't I pay back an expense through payroll because of its currency?

Through payroll, the amount to pay back must be in the same currency as the employee's salary. Otherwise, pay it back with a SEPA file (euros only) or set it as paid. See Expenses in another currency.

6. Can I deduct money from a payslip, for example for a card payment with no receipt?

Not from Expenses: Expenses can't create a deduction or a negative amount. Add the deduction directly in Compensation instead.

7. Does Factorial split the tax-free and taxable part of mileage and per diems?

No. Expenses sends each expense to the payslip under the one payroll concept linked to its category, and doesn't calculate tax or social security. Check with your payroll provider or tax adviser how to treat it.

8. I see "There is no policy period for the selected date". What do I do?

This message comes from payroll when you try to pay back an expense through the payslip: it couldn't find a payroll period for that date. Contact our support team and send them the expense.

9. How do I avoid counting expenses twice in company cost?

When Expenses is active, subtract prepaid employee expenses from your payroll totals in the Financial workspace labour cost, as the banner there says. Otherwise those expenses count in both payroll and Expenses.

10. Does "In payroll" change to "Paid" after payroll runs?

No. In payroll is the final status for expenses paid back through the payslip. See How do I pay back expenses through payroll?

11. How can I check which expenses went to which payroll?

Filter Spending > Employee expenses by the In payroll status, or export them: the Payroll cycle column shows the payroll period each reimbursement falls in. See How do I export expenses?

12. What happens to expenses when an employee leaves?

Pending expenses stay pending and nobody may be asked to approve them (an admin can use Reset approval flow on a stuck one), approved ones can still be paid back, and the person stops being an Expenses user the day after their termination date. See What happens to expenses when an employee leaves?

13. What permissions does the payroll team need?

Can reimburse expenses, which also turns on Can set expenses as Paid and the payroll permission Create supplements from expenses. Deleting an expense from the payslip needs the same permissions. See How do I set roles and permissions in Expenses?

Related articles: How do I set up how expenses appear on the payslip? · What happens to expenses when an employee leaves? · How do I pay back expenses through payroll?