Prev
Next
Forums Human Capital Management Lawson S3 HR/Payroll/Benefits

Expense Reimbursements via Payroll

 8 Replies
 0 Subscribed to this topic
 68 Subscribed to this forum
Sort:
Author
Messages
Kelly H
Veteran Member
Posts: 167
Veteran Member
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.

    pookey
    Veteran Member
    Posts: 330
    Veteran Member
    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!
      ridjayc
      Veteran Member
      Posts: 191
      Veteran Member
      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
        Veteran Member
        Posts: 135
        Veteran Member
        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
          New Member
          Posts: 3
          New Member
          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
            Veteran Member
            Posts: 53
            Veteran Member
            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
              Basic Member
              Posts: 9
              Basic Member
              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
                Veteran Member
                Posts: 53
                Veteran Member
                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
                  Veteran Member
                  Posts: 330
                  Veteran Member
                  2/3/2009 5:40 PM
                    You'd only report expenses in Box 12 if it's a non-accountable plan -