Skip to main content

Return unspent advances and reimburse employee overspending

Use an approved expense report and reconcile employee, purpose and currency. Distinguish unspent company money from approved personal overspending.

Start at Treasury > Expense reports.

Procedure​

  1. Open the employee’s advance balance and inspect the report supporting the unspent or overspent amount.
  2. For actual cash returned, create the incoming cash document from the advance balance. For a bank return, create or match the actual bank receipt.
  3. Check employee, purpose, currency, amount and destination account. Complete receipt only against actual handover/bank credit.
  4. For approved overspending, create a reimbursement request when required and obtain approval before generating the outgoing payment.
  5. Use a cash or bank reimbursement according to the actual method. Review payee and remaining employee balance before payment.
  6. Refresh the employee settlement and reporting deadline control. Investigate a residual balance or reversal rather than issuing a duplicate reimbursement.

Check the result​

The accepted expense report and actual return/reimbursement clear the intended purpose/currency balance once.

If the result differs​

Balance remains: compare purpose, currency and approved amount against actual return/payment. Reimbursement already exists: match it instead of generating another outgoing payment.