Who can request a Reimbursement
If your organization uses reimbursements all users for that organization can claim reimbursements. Depending on the permission you have in your organisation, you might be able to hand in reimbursements without them being approved.
How to request (submit) a Reimbursement
First, you need to have something that needs to be reimbursed. We have three types of reimbursements that we offer.
Business purchases
A regular payment the employee has made out of their pocket, that they believe they should be reimbursed for. To claim this the user needs to submit a receipt
Mileage
If an employee is commuting to work or driving while on business by using their own vehicle, they might be eligible for a mileage reimbursement, which takes into consideration the distance of commute as well as which type of vehicle was used.
While creating mileage, the user can:
Choose the type of trip: business travel or commuting
Select the vehicle used
Select all the days for which the same travel applied with one click
Select home/office address in the itinerary
Select recently travelled distances in the itinerary
Mark the trip as return trip
Per Diems (DE only)
If an employee is travelling with work, either over-night or single day, they might be eligible for a Per diem reimbursement. The allowance of Per diems is set by the government, and depends on where they travelled, how long they were travelling for, and which meals the employee paid for themselves during the trip.
While creating per diems, the user can:
Enter the travel itinerary
Adjust the per diem amounts per day and per meals/overnight provided
The employee can submit a reimbursement in Moss including one or many expenses in the same reimbursement (Expense report). They are also able to assign the relevant accounting details to their expenses, e.g. if they know which expense account or cost center should be used. If the employee doesn’t know this, or gets it wrong - this can always be reviewed and edited by the “Accountant” during review.
Request a reimbursement on the website
Follow these steps to request a reimbursement on the Moss platform.
Click on “Reimbursements” > “+Request reimbursement”
Enter a reimbursement request name.
Click on “+Add an expense”. Choose an expense from the ones that have been listed and explained above in this article. Fill out the needed details that are important for the expense you want to add.
You can add multiple different expenses to one reimbursement request. Click on “+Add an expense” again to add another expense to your reimbursement.
Tip: Add as many expenses to your reimbursement as you like (e.g. one reimbursement for one trip with multiple expenses).
“Submit” to finish your reimbursement.
If the employee notices an error or mistake of an already submitted reimbursement - they can always move it back to “Draft” mode, and re-submit it once necessary changes have been made.
Request a reimbursement on the Moss Mobile App
Follow these steps if you want to request the reimbursement on the Moss mobile App. Make sure you have added your bank detail, so you can easily get reimbursed.
Open the Moss App and log in
Go to “Home” > “Reimbursements”
Select “+ Request reimbursement”
Add a name of your reimbursement
Start adding expenses to your reimbursement by clicking “+ Add expense”. You can add different types of expenses to your reimbursement.
If you are not sure which reimbursement type is for you, you can check out the expenses explained at the top of this article.
Add in all the details required for the specific expense, different types of information are required for the types of expenses.
After adding all your expenses, you can click on “Submit” to hand in your reimbursement request with all the added expenses.
Even in the mobile app, you are able to add accounting details to your reimbursements, which makes managing your reimbursements on the go even easier.
If you noticed an error in your reimbursement, you can still change it if it wasn't approved yet. To do that, you need to log in to the Moss platform, as this cannot be done on your phone.
Reimbursement Examples
Activity | Type of Expense |
Drive to Berlin | Mileage* |
5 days Hotel | Business purchase/Per diems** |
Business dinner | Business purchase |
Lunch | Business purchase |
Drive back from business trip | Mileage* |
Train ride to location and back | Business Purchase |
3 days stay at hotel with breakfast | Business purchase/Per diems** |
Company paid gifts for colleagues | Business purchase |
*Please be aware that mileage is only available in Germany, UK and the Netherlands. In other countries, you can create custom mileage rates.
**Per diems are only available in Germany. In all other countries you have to get your reimbursed through a business purchase.