-Non Affiliated

Good morning CFMA community,

I am wondering how other companies handle employee expense reimbursements. 

A bit of backstory... The company I work for has a company credit card, but there are restrictions depending on the job title/responsibilities. For example, office project managers/estimators are limited to just fuel purchases so they have to put everything else on their personal card and have it reimbursed. 

• When you do a reimbursement, what is your process?
  • Do you have a program for tracking the expenses?
  • How it is reimbursed (weekly check, line item on payroll/direct deposit, etc)?
  • Who approves the reimbursement?
• If you have a company credit card, do you have similar restrictions?

I know a lot of these items can vary based on the company size/revenue/etc, but I'm just trying to get a general idea of how others are handling these costs and if they find value in their process or if they feel its efficient.

Thank you and happy Wednesday!

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Hi there,

For employee reimbursement, when employee make purchases using their personal funds, it's essential for managers to approve them first. Once approved, reimbursements are handled through payroll, where records of both the receipt and approval are maintained.

For purchases (expense management) we use the CENTER card from getcenter.com. It's been a real time saver! Similar to Concur, employees simply make a purchase, snap a photo of the receipt, code the expense, and then their manager approves or rejects it. No more hassle with reimbursements; any rejected purchases will be deducted directly from payroll.

For fuel purchases, we have fuel cards assigned to each vehicle, operated with a driver PIN and mileage entry. While convenient, these cards come with high monthly fees.

I hope this helps!

Julie

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Julie Hughes
President
Rike Roofing Services
Fort Mill SC
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