Anytime - Understanding the Reimbursement of my Expenses

Background information

Employees who have Anytime cards can charge expenses to their Anytime card as well as their personal card. So Cleemy must determine the amount to be reimbursed to the employee each time an expense report is submitted.

Determining the employee’s reimbursement

Cleemy does not consider Anytime bank cards as Company Cards, but instead as cards that grant advances to employees. So for Cleemy, reloading an Anytime card is like granting an advance and submitting an expense report is like drawing from an advance.

What does this involve?

When assessing the reimbursement amount, Cleemy does not differentiate between an expense paid on an Anytime card or one paid by the employee. The employee’s reimbursement is determined by comparing the Anytime card’s balance and the advance balance in Cleemy. Cleemy draws from the advance until the advance balance in Cleemy is equal to the Anytime card balance, then reimburses the rest.

Some concrete examples

Classic examples

1. The Anytime card is recharged with $500.00.

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2. $300.00 of expenses are paid using the Anytime card.

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3. $300.00 of expenses are reported: the advance balance in Cleemy is compared with the Anytime card balance: $300.00 are drawn from Cleemy’s advance balance.

In this case, the employee is not reimbursed.

Launching Anytime - expenses paid by the employee that have not been reported yet

1. $200.00 of expenses are paid using the employee’s personal card.

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2. The Anytime card is loaded with $500.00.

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3. $300.00 of expenses are paid using the Anytime card.

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4. $200.00 of expenses are reported (previously paid using the employee’s card).

The advance balance in Cleemy is compared with the Anytime card balance: $200.00 are drawn from Cleemy’s advance balance

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5. $50.00 of expenses are paid using the Anytime card.

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6. $350.00 of expenses are reported (paid using the Anytime card).

The advance balance in Cleemy is compared with the Anytime card balance: $150.00 are drawn from Cleemy’s advance balance and $200.00 are reimbursed to the employee.

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Variation - Using the Anytime card for personal use

5. $50.00 of personal expenses are paid using the Anytime card.

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6. The personal expense is deleted in Cleemy:

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7. $300.00 of expenses are reported (paid using the Anytime card).

The advance balance in Cleemy is compared with the Anytime card balance: $150.00 are drawn from Cleemy’s advance balance and $150.00 are reimbursed to the employee.

 

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Adjusting the expense amount/Cancelling an expense during checking/approval

1. $200.00 of expenses are paid using the employee’s personal card.

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2. The Anytime card is loaded with $500.00.

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3. $300.00 of expenses are paid using the Anytime card.

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4. $500.00 of expenses are reported (previously paid using the employee’s card and the Anytime card).

The advance balance in Cleemy is compared with the Anytime card balance: $300.00 are drawn from Cleemy’s advance balance.

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5. The amount of an expense is deleted or changed by an approver.

Example: $50 expense rejected. New expense report amount: $450.00.

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6. The reimbursement amount is recalculated without considering the Anytime card’s balance.

$450.00 are drawn from the advance

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In this case, the employee’s expenses will be reimbursed the next time they submit an expense report.

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