Once an Expense is marked as paid can we mark it as unpaid/change the payment date?

Employees can claim expenses incurred for travel, stay, food etc for conducting business-related tasks. Expense claims are processed by the company or organization's finance department and reimbursed to the individual, provided they follow the company's expense policy and provide proof of the expenses incurred. In keka, expenses are paid either within the payroll, which will be paid with the salary of the employee or paid outside the payroll, which they can pay anytime according to their payment cycles and will not be included in the payroll. Expenses that are paid outside payroll can be marked as paid so that it is easier for the finance team to bifurcate expenses based on the expenses paid and yet to be paid.

Once an Expense is marked as paid for an expense that is marked as paid outside the payroll it cannot be marked as unpaid. You cannot change the payout date or reject these expenses too so please make sure that you are marking expenses outside payroll as paid only if it is already paid.

For expenses that are paid within the payroll, you can edit them before finalizing the payroll. You can still reject these expenses 

Once you have approved an expense and marked as paid within payroll, you can edit it by going to Org (1) and select Expenses & Travel (2). Here move to Expenses (3) and you will see Pending Payments (4) which will have all the expenses which are approved but yet to be paid. Here for the expense you want, you can either cancel it using the Cancel Icon available or Change payout date which is available under options.

The same can also be done by going to Payroll (1) and select Run Payroll (2). Now under the month, you have marked the expense as paid go to Reimbursements, Ad-hoc payments, Deductions (3). 

Here move to Expenses and you will find the pending expense payments under Advance Settlements and Expense Claims to be Paid. You can click the Approve Icon to edit the Expense date or the Cancel Icon to Cancel the Expense.

Hope you now know that we cannot change the status of expenses which is paid outside Payroll. Need more help? You can refer to the other articles available or Contact us!