Overview

Companies can make the reimbursement of an expense through Spending automatically, as the two functionalities are synchronised.

Only approved expenses can be reimbursed. You can use the filter Approved to find it easily:

 

How to reimburse expenses individually

1. In your sidebar, go to Spending
2. Access the Employee expenses tab
3. Select the approved expenses you want to reimburse and click on the arrow
4. Click on Reimburse via payslip
5. Define in which payroll period will the expenses be reimbursed 
   • Current period
   • Next period
6. Click on Reimburse

How to reimburse expenses in bulk

1. Click on the little square next to Owner or select one by one
2. Click on Actions 
3. Select Reimburse via payslip
4. Define in which payroll period will the expenses be reimbursed
   • Current period 
   • Following period
5. Select Reimburse

Customise your expense mapping in compensation

Factorial applies a default mapping for all expenses under the concept Prepaid expenses to make things easier, but you can fully customise it. For example, the spending category Taxi will be displayed as the payroll concept Transport.

Here’s how to do it:

1. Go to Settings
2. Access the Compensation tab
3. In the Connected modules section, click on Spending
4. Scroll through the different concepts you want to change and adjust the mapping to fit your needs 

Build your expense mapping from scratch in compensation

If your company needs to create a specific title to properly transmit an expense to payroll, it’s easy with Factorial! Here’s how:

1. Go to Settings
2. Access the Compensation section
3. Access Payroll concepts configuration
4. heck if an existing payroll concept fits the expense you want to link
5. If none match, click on + at left of every category
6. Choose:
   • Name
   • Unit
   • Description
7. Click on Save
8. Once created, return to Connected modules > Expenses
9. Link your expense to the new payroll concept and ensure the columns are correctly matched so it flows into payroll.

How can I delete an expense from the Payroll?

The expense has to be marked as In payroll. You can find it easily using the filter In payroll:

 

If the administrator wants to take off an expense from the payroll, it's simple: 

Individually

1. In your sidebar, go to Spending
2. Select the expense that you want to take it out from the Payroll
3. Click on the arrow
4. Click on Remove from payslip

In bulk

1. Click on the little square next to Owner or select one by one
2. Click on Actions 
3. Select Delete from payslip