About Reimbursements & Imprest
Understand the reimbursement & imprest setup and workflow. Pay your employees immediately or during monthly payroll.
Your employees may incur expenses on your organisation's behalf. You can pay reimbursements and imprest from the XPayroll Dashboard. You can also categorise the expense claims as per standard reimbursement categories.
An employee can
from their Dashboard whenever they pay for organisational expenses from their own pockets.Once the admin/manager of the employee approves the reimbursement request, you can reimburse the expense in two ways:
- With payroll: XPayroll automatically includes all approved reimbursements that are pending for payment whenever payroll is executed.
- Adhoc-basis: You can choose to pay approved reimbursements at any time, independent of payroll execution.
To set this up:
- Log in to your .
- Navigate to Settings → Reimbursements Setup.
- Choose between Payroll and Adhoc modes.
To view any pending flexible benefits reimbursements:
- Log in to your .
- Navigate to Reports → Reimbursements.
- Go to Pending Flexible Benefits Requests.
You can also find pending reimbursements to approve or evaluate in the right pane under Reimbursements. Once reimbursement is approved, XPayroll automatically updates the tax calculation for future payrolls.
To pay the reimbursement:
- Log in to your .
- Navigate to Pay Employees → Reimbursements.
- Check the Pending Payments section.
- Select the employees that you would like to reimburse by selecting the checkbox and trigger the payout by clicking PAY NOW.
XPayroll supports imprest as a special type of reimbursement.
To request an imprest, an employee must follow the regular process of requesting a reimbursement, with the condition that the type of reimbursement is imprest.
The approval process is the same as any other reimbursement. When you approve an imprest request, the amount is paid immediately to the employee, irrespective of the reimbursement settings.
Imprest is settled automatically by XPayroll. After an employee is paid imprest, the expectation is that they will later file the actual reimbursements for which this imprest was requested.
Following the approval of these reimbursements, XPayroll settles them against the imprest amount.
Example 1: An employee requests ₹10,000 as imprest and then claims ₹12,000 in reimbursements.
- In this case, XPayroll will first pay ₹10,000 to the employee (after the imprest is approved) and then ₹2,000 (after the reimbursements are approved).
Example 2: An employee requests ₹10,000 as imprest and then claims ₹7,000 in reimbursements.
- In this case, XPayroll will first pay ₹10,000 to the employee (after the imprest is approved), and then deduct ₹3,000 from the employee's net pay in the next payroll execution.
Handy Tips
Ensure that your reimbursement settings are configured to settle reimbursements with payroll.
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