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Forums Human Capital Management Lawson S3 HR/Payroll/Benefits

Expense Reimbursements via Payroll

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Kelly H
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1/13/2009 7:05 PM

We are looking at paying our expense reimbursements through the Payroll system. Currently, we have a small group of employees that we pay mileage too, but we pay it as a negative deduction rather than an earnings.

Is your company paying expense reimbursements through payroll? If so, are you paying them as earnings or deductions? If as earnings, are they being added to the gross wages?

We do not want to add them to the gross wages and would like to pay them as earnings. Based on what we were told years ago, we don’t know if this is possible.

stephanie
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1/13/2009 7:46 PM
Hi Kelly - I don't know what version you're working with, but Lawson added a field in v8.1, I believe, to PR20.4 called "non-earnings" to be used for expense reimbursements. CAVEAT - we don't use it here (we pay expenses through AP), so I can't tell you how it looks with reports, etc.

Good luck!
Deleted User
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1/13/2009 7:56 PM
Are you using T&E(PSA)? We did some customization to allow this but I am not sure if they would apply to your setup.
Phil Simon
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1/14/2009 10:32 AM

Yes, I believe that it was in 8.1 that Lawson added "non-earnings."  BTW, if memory serves, you won't see that on the PR140. 

Phil Simon http://philsimonsystems.com/ phil@philsimonsystems.com
MB
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1/27/2009 3:30 PM
More over it is typical to pay expenses out of AP. 8.1 does have an earnigns type "non earnings" and does appear on the PR140...Notice the Non Earnings display on the PR140.prt under the heading “Non Earn”. The Non Earnings amount is not included in Gross Pay. It is however, included in the Net Pay.
Article ID: 550071
Carolyn Lee
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2/2/2009 6:46 PM
We have been paying AP reimbursements through PR for several years. It's treated as earnings but exempt from all taxes. We have a custom interface from AP to PR; and assigned with a unique check/process group so the employee receives it as a separate ACH and earnings advice during regular payroll; and so that no other payroll deductions hit it.. It's part of gross wage, but since it's already exempt from taxes is not part of any taxable wages. We have no issues here and is not complicated.
mpfrimel
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2/2/2009 6:50 PM
Kelly,  We're in the middle of an effort to pay expenses through Payroll and will be using a negative deduction.  One of the issues we ran into was multiple direct deposits and how to split the payments when the employee uses percentages.  We ended up writing some custom code and modifying PRPAY80PD to put the expense payment into the employees primary account (this was a management decision). 
Carolyn Lee
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2/3/2009 5:18 PM
The business reimbursement payclass also should map to the W2 box 12. I don't think it can map through deduction.
stephanie
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2/3/2009 5:40 PM
You'd only report expenses in Box 12 if it's a non-accountable plan -