Employee Expense Reimbursements

To process an employee expense reimbursement in CommunitySuite, you will need to create a voucher and choose the vendor you want to reimburse. In this case, the vendor would be the employee you are reimbursing. Before starting this process, make sure the employee profile within your site has the vendor designation.

The workflow for issuing a reimbursement is as follows:

1. Navigate to the Vouchers page. 
2. Click Create on the left side menu. 
3. Search for and select the vendor to reimburse or click [show list] to see the all vendors to choose from.
   
   
   
4. Complete the applicable fields in the Create Voucher and Items window, then click Save.
   • You must enter a Voucher Date, Fund, Expense Account, Description, Quantity (Qty), and Unit Cost.
     
     
     
   • Hover over the SmartTips (question mark icons) in CommunitySuite for additional field guidance.
5. Click Post in the left-side menu. 
   
   • Depending on your site settings, you may have to click Post & Get Approval in the left-side menu and approve the voucher before moving on to the next step.
6. Click Pay in the left-side menu. 
7. Complete the fields in the Pay Vouchers and Open Vouchers windows, then click Next.
   • Enter the Payment Account and Payment Date. 
   • Check the box to the right of the open voucher.
     
     
8. Select either Check Run or Elec depending on if you want printed checks or an electronic transfer, then click Create Checks.
   
   
9. The last step is to approve the check payment(s).
   • Check Payment Approval outlines the workflow to approve checks.