Employee Expenses are expenses incurred by an employee on behalf of a company.
These are for the times you may incurred something in your own name - eg you pay for something with cash and/or using your own card. You want these paid back to you personally and recorded in the company as a business expense.
Employees incur the expenses, and claim them back from the company for reimbursement.
Standard Ledger uses Receipt Bank to pre-process all employee expenses.
Employee expenses can be emailed using your dedicated Standard Ledger / Receipt Bank invoice email address. Your expenses email address is typically of the form:
*Note: Your company must specifically have requested an expenses email to be setup for you first to be able to claim expenses using Receipt Bank*
Our standard process is to accumulate any expenses incurred by employees over a month, publishing them across to Xero at the end of the month for payment (as you would pay other suppliers). The Expense report will be published as a Supplier Bill in the name of "Expense Report - NAME", and will include links to the original source receipts for a full audit trail.
If submitting expenses via the Receipt Bank App, you'll need to use the email addressStartupCo.expenses.NAME@receiptbank.me when you Add the Account to the App. If you also use the App to submit supplier invoices, take care to select the correct Account before taking a picture of the expense receipt.
Note that many employers have a straight forward "No receipt, no reimbursement" policy - ie you effectively need a receipt for reimbursement even if its a $4 coffee. See When do I need receipts? FAQ for more information.