Appearance
Delete an incorrect reimbursement
When to use it
Use this guide when you need to delete an incorrect reimbursement.
Before you start
- Open Reimbursements from the module menu. Your account must have access to this screen and permission for the action you want to complete.
What this changes
An eligible incorrect reimbursement is removed.
Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.
Steps
- Find the reimbursement and check that it is eligible for deletion.
- Choose Delete and review the staff member, amount, and reference in the confirmation.
- Select Yes, Delete only when appropriate, then check the list.
Screenshot to add: Reimbursements: delete an incorrect reimbursement. Capture filename: images/delete-an-incorrect-reimbursement.png.
Restrictions
Approved reimbursements cannot be deleted through this control. Delete access is required; do not remove a record to undo an already completed payment.
If something went wrong
After an unclear Yes, Delete, search for the original reimbursement before repeating deletion.
If the wrong reimbursement was removed, give Finance the original reference, staff member, amount and receipt. There is no restore control here; agree a replacement only after checking that the receipt was not paid or recorded elsewhere. Approved reimbursements cannot be removed through this control.
Check the correction
Check the deletion result and any agreed replacement. Compare the receipt with actual payment evidence so the same expense is not reimbursed twice.