{"id":4783,"date":"2022-03-03T18:29:01","date_gmt":"2022-03-03T18:29:01","guid":{"rendered":"https:\/\/www.peeriosity.com\/shared-services\/articles\/?p=4783"},"modified":"2022-08-23T15:05:25","modified_gmt":"2022-08-23T15:05:25","slug":"using-payroll-to-reimburse-employees-for-travel-expenses","status":"publish","type":"post","link":"https:\/\/www.peeriosity.com\/shared-services\/articles\/2022\/03\/using-payroll-to-reimburse-employees-for-travel-expenses\/","title":{"rendered":"Using Payroll to Reimburse Employees for Travel Expenses"},"content":{"rendered":"

Introduction<\/strong><\/p>\n

With the introduction of advanced travel expense platforms like SAP Concur, for virtually all large companies, paper-based expense reports that are completed manually and processed manually are a relic of the past.\u00a0 Today, expense reporting is a streamlined and highly automated process. \u00a0In addition, with the transition to having credit cards<\/a> readily accepted everywhere, including convenience stores and ride-share and taxi companies, processes required to reimburse employees<\/a> have also dramatically changed.<\/p>\n

Before the centralization of processing activities in Shared Services, the people processing expense reports were often either the same staff or organizationally closely aligned with the people processing Accounts Payable invoices.\u00a0 In addition, the balance due was often significant, so there was pressure to reimburse employees as quickly as possible.\u00a0 As a result, the most common approach was to reimburse employees for any balance due through Accounts Payable, using either direct deposit to a bank account, or a paper check.<\/p>\n

Today, any balance due to the employee for travel expenses is generally only for miscellaneous out-of-pocket expenses, which significantly reduces the demand from employees to be reimbursed as quickly as possible.\u00a0 Processing these reimbursements through Payroll allows companies to keep employee information in one location, Payroll, without needing separate databases for bank account information, or having to create paper checks for travel reimbursements when a direct deposit is used for Payroll payments<\/a>.<\/p>\n

iPolling Results Review<\/strong><\/p>\n

A recent Peeriosity poll looked at whether employees were reimbursed for out-of-pocket expenses through either Accounts Payable or Payroll, with additional detail regarding how often employees are reimbursed.<\/p>\n

The poll results indicate that 52% of Peeriosity member companies reimburse employees through Payroll, and 42% reimburse through Accounts Payable.\u00a0 The remaining 6% use a mix of Payroll and Accounts Payable with salaried employees reimbursed using Payroll and some hourly employees reimbursed using Accounts Payable.<\/p>\n

\"what<\/p>\n

The next polling question looked at the frequency for reimbursement, with 50% reimbursing either weekly or daily, and 50% reimbursing either bi-weekly, monthly, or at a mix of approaches depending on the employee type.\u00a0 Here are the details:<\/p>\n

\"ipolling<\/p>\n

A few of the comments from members include:<\/p>\n