Reimburse an Employee’s Expense Claim Using Cinsh

Reimburse an Employee’s Expense Claim Using Cinsh

Overview

Reimburse employees for business expenses (e.g., travel, parking, entertainment) directly through payroll in Cinsh. You can:

  • Reimburse in the next pay run
  • Create custom reimbursement pay items
  • Automatically mark expenses as paid when processing the pay run

1. Before You Start

Use the default "Expense Reimbursement" pay type or create custom ones.

To Set Up Additional Expense Payment Types:

  1. Go to Settings > Payment Types
  2. Select the Expenses tab
  3. Click Add
  4. Enter a name (e.g., Car Parking, Office Supplies, Petrol)
  5. Click Save


These new pay items will now be available when adding expense claims or during pay runs.

2. Add an Expense Reimbursement

You can add reimbursements in advance or during a pay run.

Option A: Add in Advance (Before Pay Run)

  1. From the top-left menu, click Expense Claim
  2. Select the Employee
  3. Choose the Reimbursement Expense Type
    • All configured types (including default) will appear
  4. Enter the Date of the expense
  5. Type the Amount to reimburse
  6. Click Add File to upload the receipts file attachment (optional)
  7. Click Save and New to add another, or use the drop-down box to click Save and Close

 
The reimbursement will automatically appear in the next applicable pay run.

Option B: Add During a Pay Run

  1. Open the Pay Run
  2. Go to the Reimbursements tab
  3. Select the Employee
  4. Choose the Reimbursement Expense Type
  5. Enter the Date of the expense
  6. Input the Amount to reimburse
  7. Click Add File to upload the receipts file attachment (optional)
  8. Click Save and New to add another, or use the drop-down box to click Save and Close
  9. Switch to the Employee tab — the reimbursement will now appear under the employee under Expense Reimbursements.


Option C: Add During a Pay Run under the employee

  1. Open the Pay Run
  2. Go to the Employees tab
  3. Select the Employee
  4. Scroll down to the Expense Reimbursement section
  5. Click the Add Button to pop out the expense claim from
  6. Choose the Reimbursement Expense Type
  7. Enter the Date of the expense
  8. Input the Amount to reimburse 
  9. Click Add File to upload the receipts file attachment (optional)
  10. Click Save and New to add another, or use the drop-down box to click Save and Close

Summary view of expenses and approval

To view a summary of all expense claims and their status, go to the main menu Expense Claims. Use the funnel next to the menu header to filter by person, payment status, etc.

Key Notes

  • Reimbursements are non-taxable if correctly set up as expense payment type items.
  • Expenses are automatically marked as approved if entered from Cinsh. Expenses from my Cinsh must be approved or deleted from the pay run before processing a pay run.
  • Expenses are automatically marked as paid once the pay run is processed.
  • Use custom pay items for clear reporting and audit trails.
  • Always verify the amount and date before finalising the pay run.
  • Expense Reimbursements will appear on the payslip under the Reimbursement section.
Need further support? Contact us at support@multiarray.com.au

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