Overview

Companies can now make the reimbursement of an expense through Payroll automatically. The two functionalities are synchronized, and the administrator must perform the following steps:

• Head to Expenses
• Approve all the expenses that you want to reimburse
• Select the expenses you want to reimburse and click on the arrow, then fill in the required fields to validate the expense.

You can click on the little square next to Employee to do it in bulk, or select one by one.

• Click on the (...) button
• Click on "Actions" if it’s for multiple employees, or directly on the arrow if it’s for a single employee.
• Select Reimburse through Payroll
• Define in which payroll period will the expenses be reimbursed (Current period or Following period)
• Select Reimburse

Now all the expenses are in payroll.

How to check a reimburse on Compensation?

If you want to check in the Compensation module, you just need to:

• Click on the arrow right next to the expense → 
• Scroll down until Reimbursement through Compensation

Here you can see the status of the expense report (whether it is in the EVP or not), the collaborator owner of the expense report, as well as the date and the person who approved and sent the invoice.

• Click on Compensation module

You will have direct access to the payroll concept linked to your expense — by default, it will be set to “Expense Reimbursement,” where the amount will be recorded.

Customize Your Expense Mapping in Compensation

Factorial applies a default mapping for all expenses under the category “Expense Reimbursement” to make things easier. But you can fully customize it! For example, the expense category Taxi will be displayed as the supplement title Transport.

Here’s how to do it:

• Go to Settings
• Select Compensation
• In the Synced Compensation section, click on Expenses
• Scroll through the different concepts you want to rename – here’s how they appear:

Then, simply 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 > Compensation > Expenses.
2. Check if an existing payroll concept fits the expense you want to link.
3. If none match, click Create another concept at the bottom of the list. You’ll be taken to the Payroll Concepts section to add your new item.
4. Once created, return to Settings > Compensation > Synchronized Compensation > Expenses.
5. 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?

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

1. Head to Expenses
2. Select the expense that he wants to take it out from the Payroll
   

   You can click on the little square next to Employee to do it in bulk, or select one buy one.

    
3. Click on the (...) button
4. Select Remove from Compensation

After this, the supplements created in Compensation from these expenses will be automatically deleted.