Reimbursement of the cost known: rules, terms

As a employer, you have some compliance obligations towards your employees. THE Reimbursement of costs Indeed.

When your employees have the costs to be assumed in the exercise of their function, it is your responsibility to cover their expenses and refund them as quickly as possible.

But what is the reimbursement of the costs of the costs? Is it mandatory? What reimbursement methods exist? How to optimize the process? Explanations.

Cost note: what are we talking about?

Concerns about cost rating All expenses made by an employee as part of his professional activity. In most cases, the employee advances costs and the company must reimburse them in a more or less short time.

To do this, the employee will have to do so produce support documents And respect some rules to recover the sums it has started. It should be noted that the costs of the costs are of the exclusive responsibility of the employer and that they cannot be deducted from the salary paid.

Is reimbursement of expenditure relationships mandatory?

THE The reimbursement of costs of costs is mandatory For the employer if the expenses incurred are professional. The employee’s personal expenses are obviously not borne by the company.

To be reimbursed, a cost note must have a professional character, be proportionate and therefore of a reasonable amount or respect the limits established by the company but also to justify in an accountant (invoice or payment proof).

The refund crosses several phases. The manager or employer must first validate the expenses, transmit them to the accounting / s who must (have) check them with all the support documents and, finally, if everything is in order, reimburse.

The employer can refuse to reimburse the accusations if they are more a personal order or if they exceed the rules in force within the company.

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What types of costs are refundable?

There are different types of costs that may require a refund:

• Meal costs : This includes meals during a business trip or during an appointment with the customer. An invoice or receipt must be provided for refund;
• THE travel expenses : These costs are linked to the movement of an employee as part of his professional activity as transport costs, mileage, taxis and/or parking costs;
• Accommodation costs : The costs of accommodation and housing must be related to a great trip. The place of the mission must be more than 50 km from the employee’s house and the transport time in transport must be higher than 1:30;
• Televori commissions : It is likely that the employee claims a note of the costs relating to telework under certain conditions. This concerns the costs of meals, part of its rent, electricity bills or internet package;
• Tools from new technologies : The purchase of equipment or the commitment of the costs relating to new information and communication technologies may, in some cases, generate refundable costs;
• Office supplies or various consumables: If the employee has to obtain certain tools or objects to carry out his business, this can justify a note of costs.

What period for the reimbursement of costs?

The time to reimburse a paid note is often subject to conflicts.

According to an IFOP study published in October 2022, Only 18 % of companies refund costs of costs in less than a weekagainst 48 % in two weeks and more.

The TPE frames are 37% to declare that they have to wait more than two weeks to recover their money. However, it is useful to specify that there is no legal delay in reimbursement of costs.

The employer has a large shooting window as he has to reimburse only professional costs within 5 years. Companies are recommended to pay these expenses within a reasonable time, in general Within 30 days from receipt of support documents.

It is also appreciated to impose a short time as possible for a better organization of the company, but also for the well -being of employees.

The terms of reimbursement of a note of costs

To reimburse a note of costs, the employer has two very distinct methods: Reimbursement to reality OR Reimbursement of the package.

Reimbursement to reality

Choosing to repay the costs for the real, the employer opts for a Deframe of the costs actually incurred by the employee. In this specific case, the refund will be made as a whole and on the basis of a receipt or an invoice.

Reimbursement of the package

The reimbursement of the note of the costs of the commissions is slightly different since the company attributes a fixed amount to each type of commission. This package decided by the employer is used to cover the employee’s professional expenses.

If the amount of the cost note exceeds that of the flat -rate allowance, the rest will be borne by the employee. Here too the support documents are needed.

How to optimize the reimbursement of costs on costs?

Reimbursement of costs can become very quickly a task that consumes time. The deadlines can often be long and embarrassed your employees. Here are some suggestions to reduce the reimbursement time and optimize costs management.

Define a shopping policy

First of all, it is fundamental Sets a structured, clear and precise expenditure policy.

To do this, it is essential to know how your business works in order to define a cost policy adapted to your sector and the size of your company.

It is possible to define the ceilings according to the type of expenditure, define the deadlines of the refund and list employees and their costs. In addition, choose the adequate reimbursement method for even more reactivity and efficiency.

Be organized

A good organization is the key toa refund of faster costs. For this, it is necessary to comply with the shopping policy, set processes, payment deadlines and above all, to ensure compliance with the latter.

Cost management must be rigorous and is advisableopt for dematerialisation And for the software of new notes.

Remember to archive payments support documents and check regularly.

Possess the data documents

Refilling the costs of costs quickly is an art. To shorten the deadlines, it is essential for the employer of Keep all support documents, updated and duly filled.

Therefore, the employee’s liability is also committed since the latter must send his accounting documents without delay. To avoid late, make sure that costs are well known to your employees.

Once the support documents are in your possession, check them and make a refund without further delays.

Simplify the approval process

In order to save time in the treatment of new notes, Simplify the approval process as much as possible. There is no need for different levels of validation, the direct superior of your employee can validate a cost note.

To help you, there are Crital notes management tools such as that of factorial Allow the establishment of a valid validation workflow with sending in real time.

Cash

It is necessary to have a cash flow for this purpose. It is essential to benefit from sufficient funds to be able to resolve your debt -time employees.

That’s why it is always better to develop a cash plan. You can provide and anticipate the expense more easily and reimburse your employees faster.

Use Fresh Notes software

It is often complicated and boring to reimburse the costs incurred by your employees.

Factoriale helps you to solve these problems and you can also Reimburse your employees in less than a week.

• Centralize all costs on costs,
• perform precise monitoring of expenses,
• Check the sums engaged
• And even accept or refuse costs.

This collaborative tool saves time and automating reimbursement processes. With the Note Note Note Software, costs on costs can now be imported into the paycheck software to facilitate their reimbursement.

🚀 The factorial is certified by USSAF in France! This means that our customers no longer have to keep their receipts/invoices in the paper version.

If you want to reimburse your employees as quickly as possible, opt for automation and quality software. Your employees will thank you!