Declaring an Expense as Personal
Updated
If you use a professional payment instrument, such as the Expensya card, for personal expenses, you can mark these expenses as personal. This way, you can manage them accordingly. It doesn't matter whether you intended to use the card for personal expenses or if it was an accidental use.
To declare an expense as personal, follow these steps:
- Select the checkbox This expense is personal and add the reason or description.
The checkbox will not appear for expenses paid with a personal payment instrument, or for mileage, or reimbursable expenses.
- The system will display the amount to be refunded to the company. This amount equals the total amount paid.
- If you want to declare only part of the expense as personal, you'll need to split it. For more information on how to split expenses linked to transactions, refer to this article.
- Click Save to confirm.
If the expense goes against company policy, labeling it as personal will stop any warnings about the rules and prevent exceptions.
- When the expense status becomes Archived, a credit invoice is created for the refund amount. This credit invoice is automatically attached to a new report, which is also marked as Archived. The report name begins with [Credit].
If you mistakenly declare an expense as Personal, you can ask your manager, admin, or accountant to reject it. This will allow you to update the checkbox and resubmit the expense.
