What are out-of-pocket expenses?
Out-of-pocket expenses are business-related purchases that an employee pays for using their own money and is later reimbursed for by the company.
With Out-of-pocket expenses, employees can register their expenses directly in Nordea and attach receipts and other information required for accounting.
How do I register an out-of-pocket expense?
You can register an out-of-pocket expense via the web or app.
On the web:
Go to My expenses.
Click Create reimbursement.
Select Out-of-pocket expense.
Upload or take a photo of the receipt.
Review the information and add any missing details.
Click Submit.
If your company uses an approval flow, the expense will then be sent to an approver for review.
How are out-of-pocket expenses accounted for?
Once an out-of-pocket expense has been approved, it can be exported to the company’s accounting system.
Out-of-pocket expenses are normally recorded as a liability to the employee. The accounting account used for these expenses is configured by an administrator under:
Accounting settings → Reimbursements → Out-of-pocket expenses
The account used for out-of-pocket expenses can be different from the account used for company card transactions.
This also applies when using file-based accounting exports, such as SIE.
How are out-of-pocket expenses reimbursed?
Nordea does not make the actual reimbursement payment to the employee.
The payment is handled separately by the company, for example through:
The company’s payroll system
A bank transfer
The company’s usual expense reimbursement process
Nordea helps you manage the supporting documentation and keep track of reimbursements awaiting payment.
How can administrators keep track of reimbursements?
As an administrator, go to Reimbursement payout.
Here you can:
View reimbursements that are ready for payout.
Create payout reports.
Download reports for further processing in your payroll system.
View reimbursements that have already been processed.
Payout reports can be downloaded in PAXml or Hogia XML format.
Read more in the article Payout reports.
How can I track my out-of-pocket expense as an employee?
As an employee, you can track your out-of-pocket expenses under My expenses.
Here you can see the status of each expense and follow it through the process, from submission and approval to payout processing.
Why can’t I export an out-of-pocket expense?
A common reason is that the accounting account for out-of-pocket expenses has not been configured.
An administrator can check this under:
Accounting settings → Reimbursements → Out-of-pocket expenses
Make sure an account has been selected. The appropriate account depends on your company’s accounting setup and chart of accounts.
If the issue persists, check that the accounting integration is configured correctly and that the user has the required permissions.
Need help?
Contact us via the chat in the bottom-right corner.
We’re happy to help!