• 19/10/2026
  • 5 minutes to read

Reimbursing per diems

If you’re using an external payroll system for your company to reimburse expense users for example, it's good practice to create a view in the payroll system where you can see how much each user is owed. Then, transfer the data to the payroll system, adding information about the users who’ve been reimbursed.

You can filter reimbursement views by date intervals, and see the total shown in terms that make sense, such as 'Amount' and 'Quantity'. All expense types show as columns on the Per Diem Reimbursement page, where you can also see the total amount for each per diem group. The amount for each expense type (if used) is also visible for each individual expense user.

If your company doesn’t use an external payroll system, these views are not relevant, as the expense is then marked as Reimbursed immediately after posting.

For each document, the Reimbursement Method decides if an external payroll system is used or not. For more information, see Setting up reimbursement methods.

Understand the per diem reimbursement page fields

FieldDescription
Date filterAllows you to filter data by a date interval. For example, when you want to see the reimbursable amounts for only the current month.
View asVisualize the total as amounts or quantity.
View byYou can view different filter options based on the state of the expense: Awaiting posting, Ready to reimburse, Posted and reimbursed, or Everything.
UserThe ID of the expense user.
NameThe name of the expense user.
BalanceThe balance of the current user. This is the total for the specified period for all per diems, independent of their state. The balance presents the amount as it was reported, it does not calculate how much should be refunded to the user. For example, an expense of 100 EUR, that was paid for with a company card, will require no refund to the user (since it was paid for by a company card). In such a case, the Balance will be 100.
Refundable amountThe refundable balance for the current user. This is the amount to be refunded to the expense user. For example, if an expense of 100 EUR was paid for with a company card, there will be no refund for the user (as the expense was paid for by a company card). In such a scenario, the Refundable amount will be 0.
DefaultThe total amount or the number of per diems ready to be reimbursed for a specific user, grouped by Per Diem Group.

Reimburse per diems

You can reimburse the per diem for an expense user or an expense user group.

To reimburse per diems:

  1. Search () for and select Per Diem Reimbursement (Continia Expense Management).
  2. Under General, set a Date Filter for the period you want to have an overview of. For example, set filters for the previous month.
  3. Ensure View by is set to Ready to Reimburse.
  4. Ensure View as is set to Amount.
  5. Under Per Diem Reimbursement, check that you agree with the amounts.
  6. At this stage you can transfer the reimbursable amounts to an external payroll system. You can do this manually by typing in the external system, or by clicking Export to Excel on the action bar. You can send the Excel file that's generated to the relevant recipients.
  7. When you receive confirmation that the expense user has been reimbursed in the external payroll system, on the action bar, mark the per diems in the current view as Reimbursed. This avoids accidentally reimbursing them again the next time.

For more information about reimbursing expenses and per diems, see:

Overview of per diem expenses
Reimbursing expenses
Reimbursing mileage expenses