Skip to main content

Reimbursement Setup​

The Reimbursement Setup page defines how approved Travel & Expense transactions are reimbursed and posted in Business Central. This setup controls which general journal templates and batches are used, how payments are processed, and the level of detail included in reimbursement postings.

You can configure reimbursement settings separately for expenses and mileage, allowing different reimbursement methods, posting behaviors, and payment detail levels based on your organization’s requirements. Reimbursements can be processed directly in Business Central, exported to a third-party payroll or payment provider, or handled through vendor payments assigned to employees.

This page also supports summarizing reimbursements per expense report or employee, as well as file-based export options for external processing.

  1. From the Travel & Expense Setup – Overview page, select Reimbursement under the Posting Setup section.

  2. General

    • Gen. Jnl. Template Name: Select the General Journal Tempalte you wish to use for reimbursements (standard Business Central functionality).
    • Gen. Jnl. Batch Name: Select the General Batch Name you wish to use for reimbursements (standard Business Central functionality).
    • Default Payment Method Code: Select the Default Paymenth Method Code you wish to use for reimbursements (standard Business Central functionality).
    • Summarize Per Expense Report: Summarzies all expenses per expense report for one summarized reimbursement.
    • File Export:
      • Generic XML will default. To change the Export File Format:
        • Click on the elipsis icon to the right of the File Format
        • The recommended format will display first.
        • Click Show All
        • Select the Export Format you wish to use for your export files.
        • Select Choose Format
        • Configure File Export: Select this link to configure which payroll codes should be used for specific expense types.
          • Click on Edit icon
          • For each expense type, specify the payroll code to use.

  3. Expense

    • Reimburse Via: Select how expenses will be reimbursed.
      • Payment Journal: Select this option if reimbursement will be handled directly in Business Central employees.
      • File Export: Select this option if reimbursement will be handled by exporting a file then providing to a 3rd party payroll provider for processing.
      • Vendor Export: Select this option if reimbursement will be handled by paying a vendor record which the employee is assigned to. If this option is selected, you must assign a Vendor No. to the Employee Card > Travel & Expense setup.
    • Detail Level: Select the detail level of reimbursement.
      • Summarize: Select this option if you wish all approved expenses for an employee are summarized for one payment.
      • One Each Line: Select this option if you would like to issue a reimbursement per expense line separately.

  4. Mileage

    • **Reimburse Via:**Select how Mileage expenses will be reimbursed.
      • Payment Journal: Select this option if reimbursement will be handled directly in Business Central employees.
      • File Export: Select this option if reimbursement will be handled by exporting a file then providing to a 3rd party payroll provider for processing.
      • Vendor Export: Select this option if reimbursement will be handled by paying a vendor record which the employee is assigned to. If this option is selected, you must assign a Vendor No. to the Employee Card > Travel & Expense setup. When processing reimbursements, a Vendor Payment entry is automatically created for the outstanding amount, allowing you to handle the payment just like any other vendor payment.
    • Detail Level: Select the detail level of reimbursement.
      • Summarize: Select this option if you wish all approved expenses for an employee are summarized for one payment.
      • One Each Line: Select this option if you would like to issue a reimbursement per expense line separately.

  5. Per Diem

    • **Reimburse Via:**Select how Per Diem expenses will be reimbursed.
      • Payment Journal: Select this option if reimbursement will be handled directly in Business Central employees.
      • File Export: Select this option if reimbursement will be handled by exporting a file then providing to a 3rd party payroll provider for processing.
      • Vendor Export: Select this option if reimbursement will be handled by paying a vendor record which the employee is assigned to. If this option is selected, you must assign a Vendor No. to the Employee Card > Travel & Expense setup.
    • Detail Level: Select the detail level of reimbursement.
      • Summarize: Select this option if you wish all approved expenses for an employee are summarized for one payment.
      • One Each Line: Select this option if you would like to issue a reimbursement per expense line separately.