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Expenses

Mileage allowance3:43
Mileage allowance
Ways of adding expense claims1:31
Ways of adding expense claims
Declining expense claims0:43
Declining expense claims
Approving expense claims1:23
Approving expense claims
Company arranged benefit1:00
Company arranged benefit
Private fuel2:02
Private fuel
Finding a vehicle benefit1:19
Finding a vehicle benefit
Paystub deductions for private use1:42
Paystub deductions for private use
Sharing a vehicle2:44
Sharing a vehicle
Employee pays part of car cost2:47
Employee pays part of car cost
Setting up a company vehicle3:53
Setting up a company vehicle
Repeating benefit in kind3:29
Repeating benefit in kind
One time benefit in kind3:10
One time benefit in kind
Paystub deductions for private use1:13
Paystub deductions for private use
Employee arranged benefit0:53
Employee arranged benefit
Qualifying moving costs3:37
Qualifying moving costs
Submitting expense claims1:40
Submitting expense claims
Resubmitting expense claims1:21
Resubmitting expense claims
 

Submitting expense claims1:40

"How do I submit an expense claim for approval?" 

To submit an expense claim for approval: 

  1. Click through to: > Menu > Expense claim 
  2. Enter the amount you're requesting. 
  3. Then click: Next 
  4. You can add notes to help your payday admin know why you're requesting this expense. 
  5. You can choose one from the list, or type one yourself. 
  6. When you're finished, click: Next 
  7. If you've got an image, like a receipt, that you'd like to include, you can attach it here. 
  8. When you're all finished, click: Next 
  9. Review your expense, then click Ask to approve when you're ready to email it to your payday admin. 

And that's it, your expense claim's submitted! 

"What happens when the payday admin gets my request?" 

Now your payday admin will get an email asking them to approve this expense. 

"How will I know when my expense's approved?" 

Once your payday admin's approved your expense: 

  1. You'll also get an email. 
  2. Just click See expense to open it. 
  3. Once it's been approved and paid, you can see your expense on your paystub. 
  4. Just click the "See on paystub" button with the circles. 

And that's how you know you'll get paid back on payday for the cost of the expense! 

Updated: Mon, Feb 28, 2022. Keywords: reimburse, repay, recompense. Headings: `How are out-of-pocket expenses repaid?`, `How do I ask for a reimbursement on an expense I paid?`
 

Resubmitting expense claims1:21

"How do I resubmit an expense claim if it wasn't approved by my payday admin?" 

If your payday admin decided not to approve your expense claim, you'll get an email letting you resubmit it. 

To get started: 

  1. Click: Edit for resubmit 
  2. Add your reason why the payday admin should reconsider approving your expense claim. 
  3. When you're finished, click: Save 

"What happens when the payday admin gets my request?" 

Now your payday admin will get an email asking them to approve this expense. 

"How will I know when my expense's approved?" 

Once your payday admin's approved your expense: 

  1. You'll also get an email. 
  2. Just click See expense to open it. 
  3. Once it's been approved and paid, you can see your expense on your paystub. 
  4. Just click the "See on paystub" button with the circles. 

And that's it! That's all you need to know for resubmitting expenses! 

Updated: Mon, Feb 28, 2022. Keywords: reject, decline, review, submit. Headings: `What can I do if my expense wasn't approved?`, `Can I resend my declined expense?`, `How do I get my expense approved after it was declined?`
 

Approving expense claims1:23

"How do I approve an expense claim?" 

When an employee requests an expense claim, you'll get an email asking you to approve it. 

  • To decline a request, you'd just have to click: Not approved 
  • Alternatively, if you wanted to adjust the request, you'd click the small "Edit request" link. 
  • However, in this example we're just going to go ahead and click: Approved 

"How will my employee know if their expense's been approved or not?" 

Now your employee will get an email saying you've approved their expense. 

Alternatively, if you clicked "Not approved", the employee will instead get an email letting them resubmit their request back to you again. 

On payday, if there're still any items that haven't been approved, we'll show them to you like this. 

You can complete expenses on the spot while finishing payday by just clicking Approved or: Not approved 

And that's it! That's all you need to know for approving expenses! 

Updated: Mon, Jan 3, 2022. Keywords: reject, review, submit. Headings: `What do I do with an expense claim request?`, `What happens if I forget to approve an expense claim?`
 

Declining expense claims0:43

"How do I decline an expense claim?" 

You'll get an email whenever an employee requests an expense. 

To decline this expense, click: Not approved 

"How will my employee know if their expense's been approved or not?" 

Now your employee will get an email saying you've marked their expense as "Not approved", and letting them know they can resubmit their request, by clicking: Edit for resubmit 

And that's it! That's all you need to know for declining expenses! 

Updated: Mon, Jan 3, 2022. Keywords: review. Headings: `What happens when I click "Not Approved" on an expense?`, `Can I reject an expense claim?`, `Do employees get an email when I don't approve their expense?`
 

Ways of adding expense claims1:31

"What're the different ways to add an expense claim?" 

 

The first way. Choosing a person from the list. 

You can get started by: 

  • Clicking "Expense claim" on the start page. 
  • Or, alternatively, click through to: > Menu > Expense claim 
If you're an admin, you'll be shown a list of people you can choose to add a new expense claim to. 

 

The second way. Adding expenses to a specific person. 

Alternatively, to add an expense claim to a specific person: 

  1. Click:   Menu > People 
  2. Go to the person you want to add an expense claim for. 
  3. Now click: Person > Pay > Add expense claim 

This'll add the new expense claim directly to this person. 

 

The third way. Sometimes, you might want to add an expense claim to a paystub on a particular date and for a particular person. 

To do this: 

  1. Go over to: Paystub > Payables 
  2. Then click: New payable 
  3. The new expense claim will be added to exactly this paystub, and paid on the date of this paystub. 

And that's it! That's the three different ways to add expenses! 

Updated: Mon, Jan 31, 2022. Headings: `How do I add an expense to a different employee?`, `Can I add an expense to a specific paystub?`, `How do I add the expense directly to the employee?`
 


To adjust an employee's Income Tax or National insurance, add a "Tax adjustment only" expense.

To make the tax adjustment every payday, add a "Tax adjustment only" repeat payable.


Updated: Mon, Feb 28, 2022. Keywords: alter. Headings: `How can I edit an employee's tax?`
 

Mileage allowance3:43

"How do I set up a repeating mileage allowance for an employee who's covering their own work related traveling costs?" 

To set up a mileage allowance, 

  1. Click:   Menu > People 
  2. Choose the person who's getting the allowance. 
  3. In this example we'll choose Henry. 
  4. Next, we need to make a new repeat payable. 
  5. Go to: Pay > Pay settings 
  6. Scroll down to "Repeat payables ... personal". 
  7. Then, click the add button. 
  8. Choose "Mileage allowance". 
  9. Start by setting Mileage allowance ... per year by dragging the slider, you can also type in a number if you'd like. 
  10. In this example we'll set Mileage allowance ... per year to £1,200. 
  11. Next, set Estimated miles ... per year to a rough estimate of how many miles this employee travels in one year. 
  12. You'll notice as you drag the slider, the big tax-free percent at the top will change. The higher the miles, the more of the mileage allowance will be tax-free. 
  13. In this example we'll drag the slider to 3000 miles, so that the mileage allowance is 100% tax-free. 
  14. Finally, click Save, and that's it! 
Now a 100% tax-free mileage allowance will be added to Henry's paystub every payday. 

To see this mileage allowance on Henry's paystub: 

  1. Hover your mouse over Mileage allowance ... per year 
  2. Then click the "See on paystub" link. 
  3. You'll now see £100 added to Henry's monthly paystub. 

You can tell the £100 is tax-free because it's under the "Post-tax benefits and reimbursements" section. 

To see how this is calculated: 

  1. Hover your mouse over the row. 
  2. For this example, the £100 is calculated as £1,200 per year, divided by Henry's twelve monthly paydays in the year, which equals £100 per payday. 

Now let's change the example, and make part of the mileage allowance taxable. 

  1. Click the dark area to get back to the repeat payable. 
  2. To make part of the mileage allowance taxable, lower the estimated miles and watch the big tax-free percent change. 
  3. In this example we'll lower the estimated miles until we get 49% tax-free. 

Now, to see this on Henry's paystub again, click the "See on paystub" link. You'll now see £48 added to Henry's paystub, which is about half of the previous £100. 

Like before, this is under the "Post-tax benefits and reimbursements" section, which means the £48 is tax-free. 

To find the other taxed half of the mileage allowance: 

  1. Scroll up to the "Pre-tax benefits" section. 
  2. Here you'll see £51 added to Henry's paystub as "Taxable mileage allowance". 
  3. Because the £51 is in the "Pre-tax benefits" section, this means it's taxable, just like the employee's regular pay. 

And that's it! That's all you need to do, to set up a repeating mileage allowance! 

Updated: Sat, Feb 5, 2022. Keywords: E. Headings: `How do I pay an employee a mileage allowance?`
 

Company paid personal expenses

 

If the company covers the cost of payments for personal purchases made with:

  • a company credit card
  • a company debit card
  • a company charge card

The company or the employee might also have to pay taxes or National Insurance.

Note: Some payments are exempt. Read more from HMRC: What's exempt

Employee arranged benefit0:53

 

If an employee uses a card for a business purchase, but without the company's permission, then:

  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.


 

You don't have to record anything, no payroll taxes are due on this payment.


Employee arranged benefit0:53

 
  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.


One time benefit in kind3:10

  Updated: Fri, Mar 18, 2022. Keywords: C. Headings: `How do I add "Expenses and benefits: credit, debit and charge cards"?`, `How do I add "Vouchers and credit cards"?`
 

If the company pays for an employee's personal expense, the company or the employee might also have to pay taxes or National Insurance.

Company arranged benefit1:00

 

If the company chooses the supplier, and then pays the supplier directly, then:

  1. Add a "Benefit in kind" expense.
  2. Keep "Arranged by" as: "Company"

This way the benefit is taxed by Income Tax (PAYE) and Class 1A National Insurance correctly.


Employee arranged benefit0:53

 

If the employee chooses the supplier, but then the company pays the supplier directly, then:

  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.


 

If the employee paid the cost of a personal expense out of their own pocket, and now the company's paying them back, then:

  1. Add a "Once only taxable benefit" expense.

This way the expense is taxed by both Income Tax (PAYE) and National Insurance.


One time benefit in kind3:10

  Updated: Mon, Jul 4, 2022. Keywords: B. Headings: `How do I pay for my employee's personal expenses?`, `What needs to happen if I reimburse my employee for their personal costs?`, `When do I add "Payment on employee's behalf"?`, `How do I add "Expenses and benefits: personal bills"?`
 

If the company pays for an asset an employee uses privately, the company or the employee might also have to pay taxes or National Insurance.

Examples of assets include computers, televisions, bicycles, and more.

Company arranged benefit1:00 To record this:

  1. Add a "Benefit in kind" repeat payable.
  2. Keep "Arranged by" as: "Company"

This way the benefit is taxed by Income Tax (PAYE) and Class 1A National Insurance correctly.


Repeating benefit in kind3:29

  Updated: Fri, Mar 18, 2022. Keywords: L. Headings: `How do I add "Expenses and benefits: assets made available to an employee"?`
 

If the company provides private health benefits for an employee, the company or the employee might also have to pay taxes or National Insurance.

Note: Some health benefits are exempt. Read more from HMRC: What's exempt

Company arranged benefit1:00

 

If the company chooses the supplier, and then pays the supplier directly, then:

  1. Add a "Benefit in kind" repeat payable.
  2. Keep "Arranged by" as: "Company"

This way the benefit is taxed by Income Tax (PAYE) and Class 1A National Insurance correctly.


Employee arranged benefit0:53

 

If the employee chooses the supplier, but then the company pays the supplier directly, then:

  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.


 

If the employee paid the cost of the health benefit out of their own pocket, and now the company's paying them back, then:

  1. Add a pre-tax repeat payable.

This way the benefit is taxed by both Income Tax (PAYE) and National Insurance.

Repeating benefit in kind3:29

  Updated: Mon, Jul 4, 2022. Keywords: I. Headings: `How do I add "Expenses and benefits: medical or dental treatment and insurance"?`, `How do I add "Private medical treatment or insurance"?`
 

If the company pays for a service the employee uses privately, the company or the employee might also have to pay taxes or National Insurance.

Examples of services include paying for car parking, club and gym memberships, entertainment, cell phone phones, holidays, and more.

Company arranged benefit1:00

 

If the company chooses the supplier, and then pays the supplier directly, then:

  1. Add a "Benefit in kind" repeat payable.
  2. Keep "Arranged by" as: "Company"

This way the benefit is taxed by Income Tax (PAYE) and Class 1A National Insurance correctly.


Employee arranged benefit0:53

 

If the employee chooses the supplier, but then the company pays the supplier directly, then:

  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.


 

If the employee paid the cost of the health benefit out of their own pocket, and now the company's paying them back, then:

  1. Add a pre-tax repeat payable.

This way the benefit is taxed by both Income Tax (PAYE) and National Insurance.

Repeating benefit in kind3:29

  Updated: Mon, Jul 4, 2022. Keywords: K. Headings: `How do I add "Expenses and benefits: car parking charges"?`, `How do I add "Expenses and benefits: club membership"?`, `How do I add "Expenses and benefits: entertainment"?`, `How do I add "Expenses and benefits: cell phone phones"?`, `How do I add "Expenses and benefits: holidays"?`, `How do I add "Expenses and benefits: sporting or recreational facilities"?`, `How do I add "Services supplied"?`
 

Vouchers are a payment token that can be exchanged for cash or goods and services.

If the company provides vouchers to an employee, the company or the employee might also have to pay taxes or National Insurance.


 

If the voucher's exchangeable for cash:

  1. Add a "Once only tax-free benefit" expense.

This way the expense is taxed by both Income Tax (PAYE) and National Insurance.


Employee arranged benefit0:53

 

If the voucher's exchangeable for goods and services only:

  1. Add a "Benefit in kind" expense.
  2. Set "Arranged by": "Employee"

This way the benefit is taxed by National Insurance correctly.

Note: Some non-cash vouchers are exempt. Read more from HMRC: What's exempt


One time benefit in kind3:10

  Updated: Wed, Feb 16, 2022. Keywords: C. Headings: `How do I add "Expenses and benefits: vouchers"?`, `How do I add "Vouchers and credit cards"?`
 
A - Assets transferred B - Payments made on behalf of employee C - Vouchers and credit cards D - Living accommodation E - Mileage allowance F - Cars and car fuel G - Vans and van fuel H - Low interest loans I - Private medical J - Qualifying relocation K - Services supplied L - Assets placed at employee's disposal M - Other items N - Expense payments on behalf of employee
Is a one time expense claim?
Is a repeat payable?
Employee can make good?
Class 1 National Insurance (employee)
Income Tax (employee)
Class 1A National Insurance (employer)
Updated: Mon, Jul 4, 2022. Headings: `How are each expense and benefit type different?`
 

Employee arranged benefit0:53

"How do I record an employee arranged benefit that the company then pays for?" 

Employee arranged benefits, paid by the company, are taxed with Class 1 N.I., but aren't added to in-the-hand pay. To see this: 

  1. Set Arranged by to "Employee". 
  2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
  3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
  4. You'll now see the £100 showing under "Benefits in kind ... employee arranged". 

And that's how you know the "Benefit in kind" will be taxed with Class 1 National Insurance. 

And that's it! That's what happens when you set "Arranged by" to "Employee". 

Updated: Sat, Feb 5, 2022. Headings: `If the employee arranges a benefit that the company pays for, how's it taxed?`
 

Company arranged benefit1:00

"My company's arranged and paid for a benefit for an employee. How do I get the amount of the benefit to be added to the employee's taxable pay, but not the employee's in-the-hand pay?" 

To see how this works: 

  1. First we'll set Arranged by to "Company". 
  2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
  3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
  4. You'll now see the £100 showing under "Benefits in kind ... company arranged". 

And that's how you know the "Benefit in kind" will be added to this person's taxable pay. 

And that's it! That's what happens when you set "Arranged by" to "Company". 

Updated: Sat, Feb 5, 2022. Headings: `If the company arranges a benefit for an employee, how's it taxed?`

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