How to file expense sheets I send to my employer

[Derek Atkins]

Geert Janssens <janssens-geert at telenet.be> writes:

> Instead I would
> 1. create an expense voucher and add each expense against Expense
> Account in their
> corresponding currencies (you may have to enter the amount in your
> employer's imposed
> currency though, I'm not sure)
> 2. Post the expense voucher. This should ask you for conversion rates
> for each expense not in
> the post account's currency
> 3. Pay the voucher once you get actually reimbursed as you explain.
>
> Is this not working for you ?

I wouldn't expect this to work from the "employee" side -- this feature
is designed to work from the "employer" side.  I.e., when your employee
files an expense report you would generate a voucher in gnucash (a
payable) and then process that payable payment when you pay your
employee.

As an employee what I do with my reimbursible transactions is:

1) Create Asset:Business Expenses
2) File every reimbursible transaction to A:BE (instead of an expense
   account, because it's *not* an expense to me)!
3) When I file my expense report I mark the transactions "cleared" in my
   A:BE account.  So the "cleared balance" should always match the
   outstanding expense report(s) sum.
4) When I get paid I reconcile the A:BE account to a value of $0, which
   should pre-mark the previously reported items.

This has worked very well for me, but I don't often have multiple
outstanding expense reports.

There is no good way, IMHO, to do this with the business features,
except perhaps as an Invoice -- but then you'd have to enter everything
in your invoice; you couldn't enter transactions into your register as
you go along, and you couldn't have an expense that is only "partially"
reimbursed like you can with my above process.  E.g., if I go out with
co-workers and they pay cash and I collect the cash and pay with my
card, only my portion is reimbursible; the rest goes into Cash as a
split -- there would be no way to report that using the Invoice
function.

Hope this helps,

> Geert

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-derek
-- 
       Derek Atkins, SB '93 MIT EE, SM '95 MIT Media Laboratory
       Member, MIT Student Information Processing Board  (SIPB)
       URL: http://web.mit.edu/warlord/    PP-ASEL-IA     N1NWH
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