very large business reimbursements - making me crazy

So I travel extensively across the USA and rack up 5-8K per month in business travel, entertaining, hotels, meals, cars, conferences, exhibits etc. The method described in YNAB may work if you only have a couple of $100 per month. This is killing my budget. I cant budget for it as I don't have enough in emergency funds or bank to cover it. If I categorize it as reimbursement it shows as overspending by 1000's. There must be an easier way. I float the balance and get reimbursed on the 15th of each month. 

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  • And I'm carrying a balance that I am trying to pay down. Accumulated interest and other non reimbursable items

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  • Hi, Hot Pink Cornet ! If you're using a credit card for those expenses, you can let that overspending ride. When the reimbursement comes your way in a future month, categorize it as Inflow: To be Budgeted and budget it directly to your Credit Card Payment category along with any other amount your send to reduce your balance. 

    You may also enjoy the conversation about reimbursements in Discussion>Tips and Tricks. 

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    • April - YNAB Team   Thanks April Ive been doing it wrong. Looks like a fresh start for me

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    • April - YNAB Team April so cat them to business reimbursement and overspend then when I get a check add it TBB them make the business card cc payment

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    • WordTenor
    • I have the honor to be your obedient servant
    • WordTenor
    • 2 yrs ago
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    Do you get reimbursed for interest? Because if not, you might also want to open up a new card which you use only for business expenses. 

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  • I wish I could expense my CC interest but no I cannot

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      • WordTenor
      • I have the honor to be your obedient servant
      • WordTenor
      • 2 yrs ago
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      Hot Pink Cornet (369b8c16dc2a) Then I would strongly recommend getting a new card just for your business expenses. Since you have other debt, you are being charged interest on your business expenses from the moment you incur them, which means you're  paying your company for the privilege of working for them. At 5-8K per month, this could be thousands per year. A separate card can be paid off each time you get a reimbursement so that you don't have that problem.

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    • Tan Major (faac422e1003) should I have a business reimbursement category that is unfunded and when I get a reimbursement flag it as income to be budgeted then put the whole amount to the CC payment

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      • WordTenor
      • I have the honor to be your obedient servant
      • WordTenor
      • 2 yrs ago
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      Hot Pink  Not quite--you want to inflow your reimbursements to the category, not to TBB so that they offset the spending in your budget. You'll have Business Card as an account, Business Card as a category for its payment and the Business spending as a category for your spending. When you spend, you'll categorize it to Business Spending, and leave that category overspent. When you get reimbursed, you'll enter it as an inflow to Business Spending, and then use the Move Money Tool to transfer the new "available" amount to the Business Card Payment category. 

      To make my life super easy when I do reimbursements, I use generic payees for all my reimbursable expenses. I get reimbursed for conferences and for research from two different pots of money, so I have "Conference Lodging" and "Research Lodging" or "Conference Food" and "Research Food" depending on what kind of trip I'm on.  They hit my "Conferences" reimbursable category and my "Research funds" reimbursable category, respectively. This way I can both use auto-categorization and still see a breakout of how much I spend on food each year when I go to conference xyz. 

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    • Tan Major (faac422e1003) thanks I tried this on a test budget. When I spend on business spending on business cc it automatically shows up in the CC card payment section so do I need a separate business payment cat

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      • WordTenor
      • I have the honor to be your obedient servant
      • WordTenor
      • 2 yrs ago
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      I'm guessing that when you created the test budget, you budgeted for whatever it was that you were spending on.  But in your original post you indicated that in real life you can't afford to budget for all of your business expenses  from your own personal budget.  So you do need a corresponding category for recording those business expenses.  You let that category go over spent, and no money will move to the payment line.  When you get reimbursed, your budget the reimbursement back to that category, which will then show and reports as a net spending of zero.  Then you'll move that money to the credit card payment category yourself.  Or to be more accurate, your move any money that is above and beyond what you've already spent that month to the credit card payment category.  So you still need both: a category for the transactions that you make, and a category for the payment (Which is created automatically).

      ( please forgive any speech to text weirdness )

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