8 Reimbursing Employee Expenses

This chapter contains the following topics:

8.1 Understanding the Reimbursement Process

You run the Expense Report Reimbursement program (R20110) when expense reports reach the Reimbursement Process status (900). Depending on the reimbursement method that is set up for the employee, the system creates a batch of vouchers or a batch of time cards or both. The system uses these records to reimburse employees and credit card companies.

If you reimburse a credit card company, the system updates the Payee Address Number field of the voucher that it generates with the address book number of the credit card company, thereby making the payment to the appropriate party.

If you report expenses in a currency other than the reimbursement currency, the system uses the date of the expense, in conjunction with the exchange rate identifier, to locate the appropriate exchange rate and convert the expense to the reimbursement currency.

The system generates a report that identifies the expense reports that have processed successfully and those that have not. If the expense report processed successfully, the employee receives a message from the system that reimbursement processing is complete. If the system encounters an error and an expense report is not processed, the system sends a message to the employee who ran the Expense Report Reimbursement program that an error occurred. The system also changes the status of the expense report to Error During Reimbursement (910); you must resolve the problem and reset the status on the expense report so that it can be processed again.

If you set an expense category to check for allowable and unallowable expenses and any of the expenses exceed the policy limit, then the allowable amount is billed to the first account that you set up in the Account Mapping program (P20106). The amount that exceeds the allowable limit is billed to the object and subsidiary account that you set up for unallowable expenses. Based on this allocation, expenses are reimbursed to the employee from different accounts, generating two G/L distribution lines.

8.1.1 Reviewing Reimbursement Entries

After you run the Expense Report Reimbursement program (R20110), the system creates vouchers or time card records, depending on the reimbursement method. You must post the vouchers to create the appropriate accounting entries and update account balances. Before posting the reimbursement transactions, you can review and revise account entries.

Note:

Changes to vouchers, journal entries, or time cards do not update the originating entries in the JD Edwards EnterpriseOne Expense Management system.

You must process time card records through the JD Edwards EnterpriseOne Payroll system to generate journal entries. Then, you must post the journal entries to update account balances.

8.2 Reimbursing Employee Expenses

This section discusses how to:

  • Run the Expense Report Reimbursement program.

  • Set up processing options for Expense Report Reimbursement.

8.2.1 Running the Expense Report Reimbursement Program

To run the Expense Report Reimbursement Program (R20110), select Expense Report Reimbursement from the Daily Processing menu (G09E10).

8.2.2 Setting Up Processing Options for Expense Report Reimbursement (R20110)

Processing options enable you to control default processing for programs and reports.

8.2.2.1 Defaults

These processing options specify the general ledger date that you want the system to assign to transactions generated from the JD Edwards EnterpriseOne Expense Management system.

1. G/L Date

Specify the general ledger date that you want assigned to system-generated voucher and journal entry transactions when an expense report processes successfully. Values are:

Blank: Use the system date.

1: Use the value specified in the Expense Report End Date field (EXRPTDTE).

2: Use the date specified in the second processing option.

2. Default G/L Date

If you entered 2 for the G/L Date processing option, enter the general ledger date that you want the system to assign to voucher and journal entries generated from the reimbursement process.

8.2.2.2 Mode

This processing option specifies the number of vouchers the system generates based on the currency of the expense and the reimbursement entity.

1. Voucher Creation Mode

Specify whether to limit the number of vouchers the system generates when the reimbursement method is accounts payable. Values are:

Blank: Create one voucher for each reimbursement entity for each currency specified.

The system generates one voucher for the employee in the reimbursement currency specified on the employee profile. The system generates one voucher in the reimbursement currency for each credit card company specified. The credit card reimbursement currency is specified in the Credit Card Currency field on the Work With Credit Cards and Credit Card Revisions forms. The system summarizes all expenses for the same currency and reimbursement entity.

1: Create one voucher for each expense report for the employee, regardless of the payment method entered for the expense. The system generates the voucher in the employee's reimbursement currency.

2: Create a maximum of two vouchers for each expense report.

The system generates two vouchers if the reimbursement currency for the default credit card is different from the employee's reimbursement currency. The system generates one voucher (same as value 1) if the reimbursement currency for the default credit card is the same as the reimbursement currency of the employee. The credit card reimbursement currency is specified in the Credit Card Currency field on the Work With Credit Cards and Credit Card Revisions forms.

8.2.2.3 G/L Defaults

These processing options specify how the system assigns information to the Explanation fields on the journal entry that the system creates for expense reimbursement.

1. Explanation - Header

Specify the value that the system assigns to the Explanation field (EXA) on the journal entries that it generates. Values are:

Blank: Use the supplier name.

1: Use the expense report number.

2. Explanation/Remark - Detail

Specify the text that the system enters in the Remark field (EXR) on the journal entry detail lines that it generates. Values are:

Blank: Do not populate the field.

1: Use the business purpose on the expense report.

2: Use the text from the Additional Comments field.

3: Use the expense report number.

4: Use the expense category and the expense date.

8.2.2.4 Voucher

These processing options specify how the system assigns information to the voucher when the reimbursement is processed through the JD Edwards EnterpriseOne Accounts Payable system. You can use the information that is set up in the supplier record or override that information with specific values. Additionally, you must specify how you want the system to update the Invoice Number, Invoice Date, and Remark fields.

1. Default G/L Offset

Specify the general ledger offset account to use for vouchers that the system generates. The system concatenates the value of the general ledger offset to the automatic accounting instruction (AAI) item PC to locate the accounts payable trade account. If you leave this field blank, the system uses the general ledger offset from the Supplier Master record.

2. Payment Terms

Specify the payment term that the system assigns to the voucher. If you leave this field blank, the system uses the payment term on the Supplier Master record.

3. Invoice #(invoice number)

Specify the value that the system assigns to the invoice number on the voucher. Values are:

Blank: Do not assign an invoice number.

1: Use the expense report number as the invoice number.

4. Remark

Specify the value to use for the Remark field on voucher pay items that the system generates for each expense item. Values are:

Blank: Do not update the Remark field.

1: Update the Remark field with the business purpose entered on the expense report.

2: Update the Remark field with the additional comment entered for the expense item. If the expense item does not have an additional comment, the system does not update the remark.

3: Update the Remark field with the expense report number.

4: Update the Remark field with the description of the expense category and expense date. For example, if the expense category is Air and the expense was entered on June 10, the system updates the Remark field with Airfare Expense June 10.

5. Invoice Date

Specify the date that the system assigns as the invoice date on the voucher. Values are:

Blank: Expense report end date.

1: System date.

8.2.2.5 Payroll

These processing options specify the values that the system assigns to the Payroll Date and Explanation fields on the time card when the reimbursement is processed through the JD Edwards EnterpriseOne Payroll system.

1. Payroll Date Worked

Specify the work date that the system assigns to the time cards that it generates. If you leave this processing option blank, the system uses today's date.

2. Time Card Explanation

Specify the value that the system assigns to the Explanation field on the time cards that it generates. Values are:

Blank: Do not assign a value.

1: Use the business purpose.

2: Use the additional comments for the expense category.

3: Use the expense report number.

4: Use the expense category and the expense date.

8.2.2.6 Advances

These processing options specify which accounts payable trade account you want the system to use for travel advances based on the G/L Class code that you enter, and whether you want to identify the travel advance by employee using their address book number as the subledger on the journal entry.

1. Travel Advance G/L Class

Specify the general ledger offset account that the system assigns to the debit memo (PD) that it generates when you use the Travel Advance field (CASHADV). The system assigns this general ledger offset to the debit memo only, not to the voucher (PV). If you leave this field blank, the system uses the AAI item PC to locate the accounts payable trade account for the debit memo.

2. Use Subledger

Specify whether to complete the Subledger field on the journal entry with the employee's address book number when you use the Travel Advance field. Values are:

Blank: Do not complete the Subledger field.

1: Use the employee's address book number as the subledger.

8.2.2.7 MBF Version

These processing options specify the version for the system to use for the Voucher Entry MBF (Master Business Function) Processing Options program (P0400047) and the Journal Entry MBF Processing Options program (P0900049) when the reimbursement is processed from the JD Edwards EnterpriseOne Accounts Payable system. They specify the version for the system to use for the Time Entry MBF Processing Options program (P050002A) when the reimbursement is processed from the JD Edwards EnterpriseOne Payroll system.

1. Voucher Entry Master Business Function (P0400047)

Specify the version of the Voucher Entry MBF Processing Options program (P0400047) to use when the system generates vouchers. If you leave this processing option blank, the system uses version ZJDE0001.

2. Journal Entry Master Business Function (P0900049)

Specify the version of the Journal Entry MBF Processing Options program (P0900049) to use when the system generates vouchers. If you leave this processing option blank, the system uses version ZJDE0001.

3. Time Entry Master Business Function (P050002A)

Specify the version of the Time Entry MBF Processing Options program (P050002A) to use when the system generates time cards. If you leave this processing option blank, the system uses version ZJDE0001.