Sorry - I know there are a lot of discussions on reimbursements, but I can´t find the answer to my question..
I travel a lot for work, like a LOT. I foot several of the bills for food/hotel/taxi etc on my credit card and have it reimbursed, but I can also ask for an up-front payment equal-ish to my costs so I don´t have to put it all on credit - and then sort it all out after the travel when I have all my receipts. (plane tickets are paid for directly from my employer, thankfully)
I get a per diem for food + some extra for each . In the long run, I should end up with a surplus in the reimbursements since I rarely spend the full per diem. Soooo.
How would I go ahead budgeting this in order to see what the surplus is, so that I could spend it on Fun Stuff?!
So far I figured out the following:
WORK TRAVEL (main category)
Whenever I get reimbursed - if it´s BEFORE the travel, I put it as a negative figure in the "reimbursement" category. As the costs come along, I reduce the reimbursement with the cost and reallocate it to hotel/food/whatever.
If the reimbursement is AFTER the travel - since I put all costs on travel on the credit card anyway, I first put the reimbursement in the "reimbursement" category (in negative, as income) and then reallocate it to the other categories as per what is necessary to pay off the credit card.
In a sense I´m creating a separate TBB under my WORK TRAVEL category, separate from the "real" TBB, as this category has it´s own transactions in and out, never to be touched by my normal day to day budget. And anything left over when I´m done reallocating should add up nicely to a little savings post that at some point I can use on something utterly irresponsible. Is my plan
Will this work? Does my explanation make sense? Am I overthinking it? Is there another more ... intuitive way to do this? Will I get mixed up in the reimbursements not reallocated yet vs what I think is left over in the category (aka to spend on Fun Stuff)?
The "pre-imbursement" is income. I would record it as income and budget it into one or more WORK TRAVEL categories. Whatever is left in the per diem category after the trip is yours to transfer to another category, and the rest has to be repaid, right? I'm not sure why you're ever entering a negative number.
If it's a true reimbursement (after the trip), here's how to handle it:
Finally, do you need to break your work travel spending down into that many categories? Unless your employer wants to see the breakdown (rather than just the receipts) or you find it genuinely useful for reducing spending on future trips to see how much you paid on food vs fuel, I'd just make it two categories: Per diem and Non-per diem.