Export to Payroll
Expense makes it easy to export per diems, mileage reimbursement, and employee expenses directly to your payroll system. By exporting approved reimbursements through payroll, employees can be repaid quickly while payroll and accounting processes remain accurate and efficient. Before exporting, make sure that salary types, employee numbers, and payroll export settings have been configured correctly in Expense.
Export Per Diems, Mileage Reimbursement, and Expenses to Payroll
Configure the Payroll Export Format
Before creating your first export:
- Navigate to:
Administration > Settings > Import & Export
- Locate:
Export to Payroll
- Select the payroll format that matches your payroll system
✅ Expense is now configured for payroll exports.
Open Payroll Export
- Navigate to:
Reports > Export to Payroll
✅ You are now ready to create a payroll export.
Select the Reporting Period
Choose the date range for the reports you want to include.
Important:
- 📅 The dates selected must match the reports you want to export
- ✅ Reports listed under List All must fall within the selected export period
This ensures that all intended reimbursements are included.
Set the Payroll Accounting Date
- Enter the accounting date or payroll date
- Click Save
✅ The export will use the selected date when generating payroll transactions.
Review the Payroll Data
Before exporting:
- Click Payroll Data
Review:
- 👤 Employee information
- 💰 Expense reimbursements
- 🚗 Mileage compensation
- ✈️ Per diem allowances
- 📊 Salary types
✅ Verify that all information is accurate before proceeding.
Export the Payroll File
Once the data has been reviewed:
- Click Export
✅ Expense generates the payroll export file.
Import the File into Your Payroll System
- Download the exported file
- Open your payroll system
- Import the file according to your payroll provider's instructions
✅ The reimbursements are now ready for payroll processing.
What Can Be Exported to Payroll?
Depending on your configuration, payroll exports can include:
- 💰 Expense reimbursements
- 🚗 Mileage reimbursement
- ✈️ Per diem allowances
- 📊 Salary type transactions
- 👤 Employee-specific payroll entries
This allows payroll and reimbursement processing to be managed through a single workflow.
Before You Export
Verify Employee Numbers
All employees included in payroll exports should have:
- ✅ Employee number assigned
- ✅ Salary type mappings configured
Navigate to:
Administration > People
to review employee details.
Verify Salary Types
Expense salary types should match your payroll system's salary types.
Navigate to:
Administration > Chart of Accounts > Salary Types
✅ Correct salary type mapping ensures successful imports into your payroll system.
Benefits of Payroll Exports
Faster Employee Reimbursements
Approved expenses can be paid through the normal payroll process.
Reduced Manual Administration
Avoid entering reimbursement data manually into your payroll system.
Improved Accuracy
Expense transfers payroll-related information directly from approved reports.
Better Control
Review payroll files before export to ensure reimbursement accuracy.
💡 Best Practice Tips
Review Payroll Data Before Export
Always check the Payroll Data view before generating the export file.
Confirm Employee Numbers
Missing employee numbers are a common cause of payroll export issues.
Verify Date Ranges
Ensure all intended reports are included in the selected period.
Test New Payroll Formats
Run a test export after implementing a new payroll integration.
Frequently Asked Questions (FAQ)
What can be exported to payroll?
Expense reimbursements, mileage compensation, per diems, and other payroll-related transactions can be exported.
Where do I configure the payroll format?
Navigate to:
Administration > Settings > Import & Export
Do reports need to be approved before export?
Yes. Only reports that have completed the workflow should be included in payroll exports.
Why are employee numbers important?
Payroll systems use employee numbers to assign reimbursements to the correct employee.
Can I review the payroll file before exporting?
Yes. Use Payroll Data to review all information before generating the export.
Summary
- 💰 Export expense reimbursements directly to payroll
- 🚗 Include mileage reimbursement and per diem allowances
- ⚙️ Configure the payroll format under Administration > Settings > Import & Export
- 📅 Select the correct reporting period and payroll date
- 📊 Review data using Payroll Data
- 📤 Generate and import the file into your payroll system
- 🚀 Streamline employee reimbursements and payroll processing with Expense