Export Expenses, Per Diems, and Mileage Reimbursements to Payroll in Expense
With Expense, you can generate payroll data and export expenses, per diems, and mileage reimbursements directly to your payroll system. This helps organizations automate their reimbursement process, reduce manual administration, and ensure employees are reimbursed accurately and on time. By exporting approved reports directly from Expense, payroll processing becomes faster and more efficient.
How Does Payroll Export Work?
Expense collects approved reimbursements into an export file that can be imported into your payroll system.
You can export:
- 💰 Expense reimbursements
- 🚗 Mileage reimbursements
- ✈️ Per diems and travel allowances
👉 The file is then imported into your payroll system for payment processing.
✅ Step-by-Step: Export to Payroll
1. Open the Settings
Navigate to:
Administration > Settings > Import & Export
✅ This is where payroll export formats are configured.
2. Select the Export Format
- Open Export to Payroll
- Select the appropriate export format for your payroll system
✅ This ensures compatibility between Expense and your payroll software.
3. Start the Export
Navigate to:
Reports > Export to Payroll
✅ You are now ready to create the payroll export.
4. Enter a Date Range
Specify:
- 📅 From Date
- 📅 To Date
- 📊 Voucher Date
👉 Important:
The selected dates must match the reports available in Reports > List All.
✅ This ensures the correct reports are included in the export.
5. Review the Payroll Data
- Click Payroll Data
✅ Verify that:
- All required transactions are included
- Amounts are correct
- The correct employees are included
👉 Always review the payroll data before generating the file.
6. Export the File
- Click Export
✅ The payroll export file is generated and downloaded.
7. Import the File into Your Payroll System
- Open your payroll system.
- Upload the exported file.
✅ Reimbursements are now ready for payroll processing and payment.
What Happens After the Export?
Once the file has been exported:
- 📄 A payroll file is created
- 💰 Reimbursements and allowances are included
- ✅ Payments can be processed through payroll
👉 This is typically the final step in the expense reimbursement workflow.
Important Things to Consider
Before exporting payroll data:
- ✅ Only approved reports are included
- 📊 The selected date range must be correct
- 🔍 Always review the payroll data before exporting
👉 These checks help prevent payroll errors.
When Should You Use Payroll Export?
Payroll export is commonly used when:
- 💰 Employee expenses are reimbursed through payroll
- ✈️ Per diems and travel allowances need to be paid
- 🚗 Mileage reimbursements are processed through payroll
- ✅ You want to automate reimbursement handling
👉 Payroll export simplifies the entire reimbursement process.
💡 Best Practice Tips
- ✅ Run payroll exports as part of your regular payroll cycle.
- 📊 Review payroll data before every export.
- 🔄 Test the export format during implementation or system setup.
👉 Regular validation helps ensure accurate payments.
Frequently Asked Questions (FAQ)
What is included in a payroll export?
Expense reimbursements, mileage reimbursements, and per diems/travel allowances.
Can I review the data before exporting?
Yes. Use Payroll Data to validate the information before generating the file.
What happens if the date range is incorrect?
Some reports may be excluded from the export, resulting in incomplete payroll data.
Summary
- 💰 Export expenses, per diems, and mileage reimbursements directly to payroll
- 📊 Select the correct date range and review the payroll data
- ✅ Generate a payroll file compatible with your payroll system
- 📤 Import the file into your payroll software
- 🚀 Simplify payroll processing and ensure accurate reimbursements