Processing employee paybacks

If you issued an advance and the total expenses incurred ended up being less than expected, an employee may owe money back to the company. In that case, you would specify a payback to recognize any payment that the employee submitted with the expense report. This procedure describes how to process employee paybacks.

Process an employee payback

  1. Use Employee Payback (EE20.4) to specify the payback.
  2. Specify this information:
    Category

    You must select a category that has been defined as a cash payment type (P) category. You define categories in Category (EE05.1).

    Cross Reference

    You can specify an optional cross reference value for the employee payback to cross reference the payback to an advance or to store information for reference.

    Reference and Description

    The reference and description values assigned to the category default in these two fields if left blank. You can choose to override them.

  3. If your company is defined for matching employee paybacks to advances, use Employee-Advance Matching (EE30.1) to apply the payback to one or more open employee advances.
  4. Specify this information:
    Expense

    Specify the expense number or the payback number, depending on which you want to apply. After specifying the number, select the Select form action to display the open advances.

    FC

    Select the Apply line action next to each advance you want applied.

    Applied Amount

    Specify the amount you want applied. Select the Apply form action to apply the amount.

  5. If you did not assign an approval code during entry, use Expense Release (EE35.2) to assign an approval code to the payback.
  6. Release the payback.
    To Use
    Release selected employee paybacks Expense Release (EE35.2)
    Release all or a group of employee paybacks Mass Employee Release (EE135)
  7. Run Cash Requirements (AP150) to select released expenses and employee payback for payment.
  8. Run Payment Forms Creation (AP155), Payment Tape Creation (AP160), or Electronic Payment File Creation (AP161) to pay scheduled expenses.
  9. Run Payment Closing (AP170) to change the payback status to historical and to create general ledger entries.
  10. Transfer expense distributions to the general ledger.
    To Use
    Transfer company-paid expenses Company Expense Posting (EE175)
    Transfer employee-paid expenses Invoice Distribution Closing (AP175)
  11. Run Invoice Accrual Reconciliation (AP136) to reconcile to General Ledger. This program lists the difference between what has been paid (using AP170) and what has been expensed (using AP175).

Related reports and inquiries

To Use
Display expenses for an employee Expense Inquiry (EE90.2)
Display employee expenses for an expense category Expense Category Inquiry (EE90.3)
List unreleased employee advances, expenses, or paybacks for a company Employee Advance-Expense-Payback Edit (EE220)
List released or historical advances, expenses, and paybacks grouped by employee for a company Expense-Advance Report (EE230)
List unreleased employee advances, expenses, and paybacks that are released when you run Mass Employee Release (EE135) with the same parameters Expense Release Edit (EE235)
List employee-paid or company-paid expense distributions for a company Expense Analysis Report (EE275)