Account for out-of-pocket expenses

Out-of-pocket expenses for closed accounting periods

If your employee reported an out-of-pocket expense late, you can edit the purchase date on the out-of-pocket expense to report the transaction within the current accounting period instead.

To change the purchase date:

1. Go to Expenses
2. Select the expense you wish to edit
3. Click on the purchase date
4. Select a new purchase date

Cash withdrawals

Any cash withdrawals will be registered as personal expenses (funds that the employee owes the company). When the cash is used for company transactions, these should be reported as out-of-pocket expenses. Any reported out-of-pocket expenses will balance out the funds owed to the company. 

In some cases the amount of the out-of-pocket expense might not be the same as the cash withdrawal amount:

• Exchange fluctuations
  • In case the employee still owes the company - add an out-of-pocket expense for the difference
  • In case the company owes the employee - admins or bookkeepers can settle the balance:
    1. Navigate to Reimbursements
    2. Select the employee
    3. Click Settle balance
    4. Select Reimbursement outside of Pleo followed by Other as the Reimbursement method
       
       
• Cashpoint fee - Add an out-of-pocket expense for the fee, enter "cashpoint fee" or "ATM fee" for the store and attach the cashpoint receipt.