Would love some tricks people use for reimbursements...

We have several trips per year that get reimbursed after the fact (usually several months later for airline tickets, several weeks for hotels).  We have enough flex to use our vacation budget and just re-assign that when it gets reimbursed, but it would be great to have a separate way to do this so I can get a better idea of our "actual" vacation funding available.

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  • Might be so simple but why don't you just set up a seperate category. "BUSINESS TRAVEL" or something similar, then fund it, when you get reimbursed put the money back in for the next trip.

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  • If you generally do enough budgeted spending on your card to cover the statement balance each month, I would just create a category for those reimbursable expenses and leave it overspent. This will create float debt on your card, as you will have not enough budgeted to pay the card in full temporarily (which is why it's important that you have enough each month to generate the statement balance). When the reimbursement comes in, record it as an inflow to that category, then use the move money tool to bring your card payment category back equal with your card balance. 

  • I do something in between the suggestions above.  I have a "Work Travel" account that all of my business travel expenses go to.  I often book flights several weeks ahead of a trip, but hold off on doing an expense report until the trip is over.  I do not like seeing negative balances, even if I know it will be reimbursed in the future!  So I leave some cash in that line item as a "buffer" specifically assigned to cover that float.  So when I book flights next week for a trip that won't happen until January, my buffer gets reduced, but I don't go negative in that category (and there is money in my credit card line to pay off the card immediately).  Then I incur the other costs of travel (which will mostly be covered by the buffer, but may drive me into a negative position if the trip is long-ish), but then the reimbursement comes through within a couple of weeks, and I go back to having a buffer towards the next trip.

    Keeping my work travel and my vacation separate is key for me!

      • WordTenor
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      • WordTenor
      • 2 yrs ago
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      Hot Pink Mill (f9e491b4de82)  This is actually what I do in practice, also. Blue Chef (cbb3f4fec3f7)  I've made the assumption in my instruction  above that you don't have enough money in your budget to do this, but if you can, this is the very best way to do it. If you have a very long-term savings category that is for a low-probability event (maybe house repair, or income replacement fund), you could repurpose a bit of that money to be the cushion for your reimbursement category. 

  • I have a category for Work Expenses, and another for Other Reimbursable Expenses.  I also have a category called Emergency Fund - Reimbursables  (£300).  I put part of my emergency fund in there (£300). 

    When I spend from the first two categories, I transfer money from the  Emergency Fund - Reimbursables (£300) category to cover it.  And then when I'm reimbursed, I transfer the money back to the Emergency Fund - Reimbursables  (£300) category, to bring it back up to £300.

    This was something someone on the old YNAB forum suggested, and it works well for me.

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