With Out-of-pocket expenses, employees can register business purchases they have paid for using their own money, for example with a personal card or cash.
The expense can then be submitted for review, exported to the company’s accounting system and managed for reimbursement.
Note: Out-of-pocket expenses is a feature included in Plus and must be activated for the company.
Create an out-of-pocket expense
You can register out-of-pocket expenses both on the web and in the Nordea app.
On the web
Go to My expenses.
Click Create reimbursement in the top-right corner.
Select Out-of-pocket expense.
Upload the receipt.
Review the information and complete any required fields.
Click Submit.
In the app
Go to Expenses.
Create a new expense and select Out-of-pocket expense.
Scan, photograph or upload the receipt.
Review the information and complete any required fields.
Tap Submit.
Information from the receipt is automatically captured to make registration easier. Always check that the information is correct before submitting the expense.
Review out-of-pocket expenses
If your company uses an approval flow, the out-of-pocket expense is sent to the company’s approver after it has been submitted.
The approver can approve or reject the expense.
If the expense is rejected, the employee can correct the information and submit it again.
Accounting for out-of-pocket expenses
Once the expense has been approved, it can be exported to the company’s accounting system.
Out-of-pocket expenses are recorded as a liability to the employee. To export out-of-pocket expenses, the correct accounting account must be configured under:
Accounting settings → Reimbursements → Out-of-pocket expenses
Manage reimbursements
As an administrator, you can find approved out-of-pocket expenses under Reimbursement payout.
Here you can see which expenses are ready for reimbursement and create reports that can be used to manage payments to employees.
The actual payment to the employee is made outside the Nordea service, for example through the company’s payroll system or by bank transfer.
Create a reimbursement report
Once the out-of-pocket expenses have been approved and are ready for reimbursement, you can create a report:
Go to Reimbursement payout → Ready for payout.
Select the expenses you want to include.
Click Create report.
The report is created as a draft and can be found under the Reports tab.
Download a reimbursement report
When the report is ready:
Go to Reimbursement payout → Reports.
Click Download on the report you want to use.
Select PA XML or Hogia XML.
If needed, choose whether to use today’s date as the expense date.
Click Download report.
Once the report has been downloaded, its status automatically changes to Exported.
Track the status of your expense
As an employee, you can track your out-of-pocket expenses under Expenses in the app.
Here you can see the status of expenses that are, for example, awaiting approval, have been approved or have been processed for reimbursement.
Frequently asked questions
Can I edit an out-of-pocket expense after submitting it?
If the expense has been rejected, you can correct the information and submit it again.
How are out-of-pocket expenses accounted for?
Out-of-pocket expenses are recorded as a liability to the employee. Once approved, the expense can be exported to the company’s accounting system.
Are out-of-pocket expenses reimbursed automatically?
No. The actual payment to the employee is handled outside the Nordea service, for example through the company’s payroll system or by bank transfer.
Why can't I export an out-of-pocket expense?
First, check that the accounting settings for out-of-pocket expenses have been configured. Go to:
Accounting settings → Reimbursements
Make sure the correct account has been selected for out-of-pocket expenses.
Do I need to keep the original receipt?
The receipt is stored digitally together with the expense. Always follow your company’s internal procedures and applicable accounting requirements regarding original receipts.
Need help?
Contact us via the chat in the bottom-right corner.
We’re happy to help!