Expenses repaid through pay

An approved expense that somebody paid for themselves is repaid in their next pay run, as long as its category has a tax treatment.

Setting the treatment

Open Pay › Company deductions › Expenses. For each expense category choose:

• Not taxable (paid back) — repaid on top of pay, as a reimbursement, and not taxed.
• Taxable (counted to gross) — repaid as taxable pay, which your payroll provider taxes.

Then Save. Maliru never assumes: while a category is Not set, its expenses are left off the run and listed as exceptions. For the United Kingdom and Ireland the page shows guidance, with the date it was last reviewed. Your accountant has the final word.

In a pay run

A run picks up every approved expense the person paid for themselves and has not been repaid, dated up to the end of the period, so one approved late rides into the next run. An expense in a different currency from the workspace is listed as an exception; repay it from Commercial › Expenses.

A taxable expense is an earning on the run, and reaches your payroll provider as a taxable reimbursement. One that isn't taxable is paid back on top, as a reimbursement.

When the run is closed, each expense it repaid is marked as repaid on the pay date, so nobody pays it a second time from Commercial. If one is repaid another way after the run was worked out, closing asks you to work the run out again. Reversing the run puts the expense back to waiting.

Expenses paid on a company card are not repaid to anybody.