With payout reports, you can collect reimbursements that are ready to be paid to employees and create a report for further processing.
A report can include reimbursements from:
Out-of-pocket expenses
Mileage allowance
Per diem
The report can then be downloaded in Paxml or Hogia format for further processing in your company’s payroll system.
Create a payout report
Once a reimbursement has been submitted, approved and is ready for payout, an administrator can add it to a report.
Go to Reimbursement payout → Ready for payout.
Select the reimbursements you want to include.
Click Create report.
The report is created as a Draft and can be found under the Reports tab.
A reimbursement can only be included in one report at a time.
Report status
A payout report can have one of the following statuses:
Draft
The report is still open and additional reimbursements can be added. You can only have one draft report at a time.
Exported
The report has been exported and is no longer open for additional reimbursements.
When you download the report, its status automatically changes from Draft to Exported.
Download a payout report
When the report is ready:
Go to Reimbursement payout → Reports.
Select the report and click Download.
Choose whether to override the accounting dates to today’s date.
Select the file format:
Paxml
Hogia
Click Download report.
Once the report has been downloaded, it is automatically marked as Exported.
Good to know: The report is used as a basis for processing the reimbursements. The actual payment to the employee is handled separately, for example through your company’s payroll system.
Manage an exported report
An exported report can no longer receive additional reimbursements.
However, you can:
Download the report again.
Change the report status back to Draft if you need to make adjustments.
Keep in mind that a reimbursement can only be included in one report at a time.
Frequently asked questions
Which reimbursements can be included in a payout report?
Payout reports can be used for out-of-pocket expenses, mileage allowance and per diem.
Which file formats can I download?
Reports can be downloaded in Paxml or Hogia format.
Can I have multiple draft reports at the same time?
No. You can only have one draft report at a time.
What happens when I download a report?
The report status automatically changes to Exported.
Can I download an exported report again?
Yes. You can download an exported report again if needed.
Can I add more reimbursements to an exported report?
No. The report must first be changed back to Draft.
Are the reimbursements paid when I download the report?
No. The report is used as a basis for the payout. The actual payment is handled separately, for example through your company’s payroll system.
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