Expenses and outlays made easy

Reimbursement of expenses is compensation paid by the employer for outlays that have been incurred by the employee in the course of their work, e.g., on business trips. If, for example, the employee has to travel on business for the employer, the costs for meals, travel, and, if applicable, accommodation will be borne by the employer.

Self-employed people can declare these costs in their taxes. Employees are reimbursed for their expenses by their employer, tax-free, as compensation for their outlays.

Typical types of expenses include:

• Travel costs: e.g., train or plane tickets, petrol costs.

• Costs for meals: e.g., business lunches or daily flat-rate allowances.

• Accommodation costs: e.g., hotel bills.

Smaller operating expenses: e.g., office supplies or parking tickets.
As a rule, these expenses must be proven by supporting documents.

Correct accounting of expenses ensures that:

• employees are fully compensated for business expenses in a timely manner;

• the company complies with tax regulations, as improper settlements can lead to problems with the tax authorities; and

• the administrative effort is minimised, if clear processes exist.

A full expense report should contain the following:

• Name of the employee

• Date and nature of the expense

• Amount and currency

• Purpose of the expense (e.g., meeting, business trip)

• Original receipt as proof

With the bexio software, companies can handle the entire process of expense accounting digitally. Employees can upload and categorise receipts directly, while the system automatically updates the accounting. This saves time and reduces the administrative effort.