At Moss we understand that two spend processes are never the same. For this reason, we allow you to customise your reimbursement process in Moss to make sure it meets the requirements and structure of your organisation.
In the sidebar navigation in Reimbursements, Setup, you will find the settings to configure in reimbursements.
This view is only available to users with Admin or Accountant roles.
Reimbursement process
As of today, three different settings are available to customise your reimbursement flow:
Submitters can fill out accounting details: Allow users with Employee role to fill out the accounting attributes (Expense Account, VAT rate, Cost Centre and Cost Carrier) of their expenses. If this setting is disabled, only Admins and Accountants will be able to fill out accounting attributes once the reimbursement has been submitted.
Please note that when this setting is enabled, submitters will only be able to modify their accounting attributes when their reimbursements are in draft mode, meaning, before their reimbursement is submitted.
Pay from Moss: Add a new step in the Reimbursement flow to generate a SEPA payment file and upload it to your banking environment to easily reimburse your employees. For the SEPA file to be generated correctly, make sure to request your Moss users to fill out their banking details in their Moss profile.
Review before Approve: Choose the reimbursement flow that best suits your organisation. If this setting is enabled, the Review stage will take place before the Approve stage. Whenever this setting is modified, all reimbursements will be sent back to the first of the two steps, to ensure that all reimbursements go through all the steps of the reimbursement flow.
What is the difference between Review and Approve?
In the Review stage, accountants and administrators are expected to go through the expenses submitted and ensure that all expense details are correct. In addition, if the setting Submitters can fill out accounting details is disabled, admins and accountants should also enter the relevant accounting attributes.
In the Approve stages, normally managers or team leads will check the expenses submitted to make sure that they are work-related and meet the company’s reimbursement policy.
Expense types
Enable and disable expense types to adapt Moss to your company’s reimbursement policy. By default, all expense types (business purchases, mileages and per diems) will be enabled.
When a specific expense type is disabled, submitters will not be able to create new expenses of that type, however, they will be allowed to modify and submit existing expenses to ensure that no existing expenses are left unpaid. If all types are disabled, users will no longer be allowed to create new reimbursements.
⚠️Please note that the expense types available vary across markets, thus your list of expense types might differ from the ones mentioned in this article:
| Bus. Purchase | Mileage | Per Diem |
Germany | x | x | x |
Netherlands | x | x |
|
United Kingdom | x |
|
|
Other | x |
|
|
Mileage
In the mileage tab it is possible to check the applicable mileage rates as well as configure custom rates, to do so, just enable the toggle.
With toggle enabled:
The Add Mileage rate option becomes available:
Then a new mileage rate can be entered:
