Employee Expense Reimbursements

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Hello:

We use Microsoft Dynamics Great Plains 2013 as our ERP and Ceridian Insync as our payroll system. Currently, we set up employees as vendors in Accounts Payable and then pay them by cheque for expense reimbursements (e.g. travel and meals). We would like to start paying employees electronically for these reimbursements. We are looking at a couple of main options:

1. Reimburse employees/vendors via EFT through Great Plains. Eventually we would like to move all vendors towards EFT, so perhaps starting with employees makes sense.

2. Reimburse employees via the Ceridian payroll system. This would seem to imply entering the employee expenses in Great Plains Accounts Payable and then somehow clearing the balances owing via a transfer to Ceridian Payroll.

Does anyone have any experience with electronic payment of employee expense reimbursements, and can you share you thoughts in terms of the optimal solution?

Thanks.

Spiceman

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Bill Campbell 12 on at

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If you were to think of the employee as a vendor and keep Payroll out of it - then I think your process is much simpler.

EFT Payable works very well. We have a large number of clients that use this process for anywhere from 15 to 500 invoices weekly. Once set up and configured, it is a breeze.

Enter the 'vendor' invoice, do a check run - send the eft file to the bank - and the vendors are paid.

Pretty simple. Very secure and easy to manage Vendors getting paid when you think of them as vendors and not employees.

Hope this helps.

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Beat Bucher GP Gee... 28,058 Moderator on at

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Hi,

I agree with Bill... our Employees are all setup as 'vendors' (this is done automatically in GP when you create a new Employee Card) and our expenses are processed in GP from PDK / BP in Project Accounting. They are then run as an AP batch and all the amounts are paid out thru EFT, like for the payroll batch.

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Community Member on at

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Thanks Bill and Beat for your valuable responses. Certainly seems like EFT is the way to go, particularly considering we already have the EFT module. I had also came across documentation that indicates that there exists eExpense Offline and eExpense Receipt Imaging as Financial Management Enhancements available in GP, but I am not sure if these are available in 2013. Besides, it appears that these Enhancements would add more complexity that EFTs. If you can refer me to any more information about these Enhancements let me know.

Thanks.

Spiceman

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