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gst on reimbursement of expenses

GST On Reimbursement Of Expenses (2023 Details)

Repaying money spent by a person is reimbursement of expenses. GST on reimbursement of expenses is a tax levied on the value of taxable supplies received or received for the supply of goods, services, or both. A reimbursable expense is a company liability that the company later claims.

What are reimbursable expenses?

A reimbursable expense means that the company reimburses an employee or contractor for expenses incurred. Unless you are paying for it yourself. These are sometimes called operating expenses, but most businesses prefer to distinguish between general operating expenses and reimbursable expenses.

For example, if an employee attends a meeting on business and pays for a hotel and flight using their personal account, you can report it as a reimbursable expense. If your employees visit print shops or collect catering before staff meetings, these costs may also be covered.

Businesses should set clear guidelines for what is recoverable. For example, most companies have mileage reimbursement policies when employees use their own vehicles for business purposes.

They also set a per day for expenses when employees travel. Most companies require cost approval before billing employees. This prevents conflicts between employees who have already spent money and employers who have not approved the expense. Pre-approval can also expedite reimbursement.

What are various types of reimbursement expenses?

Below are examples of reimbursable costs.

Marketing Expenses

Extending your service to your ideal customers requires 24/7 marketing efforts. By promoting both online and offline, you can spend more money and keep your customers happy. Therefore, the costs associated with these advertising costs are part of the reimbursement costs. Moreover, if you want to grow your business online, you will have to spend extra money on PPC advertising and other web portals. Additionally, marketing on social media platforms may have increased costs.

Medical Expenses

Health Reimbursement Agreement (HRA) plans to protect all corporate employees. Therefore, whenever an employee requires medical assistance or is injured while working in the field, they can claim reimbursement for out-of-pocket expenses. These medical expense benefits apply only while you are in employment in the company. Even after deducting these costs, you avoid paying other taxes. To protect your employees from health and medical crises, you need to develop a health insurance reimbursement strategy.

Travel Expenses

This is an additional type of reimbursement for on-site personnel payments. If you own a business, employees will go all over the place to advertise your services. If these workers had to purchase stationery from a third party, the travel expenses of these workers are reimbursable. Additionally, if your employees attend training outside your region, you are eligible to claim these reimbursable costs. Many companies have a policy of reimbursing only travel expenses associated with a customer’s purchase. After that, you cannot claim any other services that are not related to the company.

Utility Cost

A reimbursement policy ensures that you have permanent staff when you move elsewhere. These utilities may be billed together with employee lodging and other utilities. In addition, utility bills include mobile allowances such as internet charges and mobile phone charges. Water and electricity bills are reimbursed when employees travel out of state. For example, if a team member is working from home, common refundable expenses such as internet, energy, and laptops will be reimbursed to the refundable account.

Hotel Expenses

When employees perform their duties away from the office, it is often company policy to provide full-time lunch and accommodation. Food and lodging are hard to come by when serving customers in the ruler area. In such cases, you will have to find a nearby hotel. These lodging expenses are business related. Employees receive limited benefits in situations where the organization has pre-limited reimbursement programs.

Rented Office Charge

Most businesses now allow their employees to work from home, but many still need office space. Therefore, workers who have to work in temporary locations are paid for their expenses. In addition, stationery costs such as pens, paperweights, books, and registers are deductible from operating expenses. Additionally, you must provide all information so that we can track your purchases in our office. When working remotely, employees rent an office and operate specific equipment onsite. You can also rent a house to store the supplies and equipment that job seekers need.

What are non-reimbursable expenses?

Personal expenses are generally not reimbursed. Examples of expenses that are personal include:

  • Personal entertainment costs include airline club dues, in-flight entertainment, headsets, books, magazines, newspapers, health club dues, hotel pay-per-view movies, in-theater movies, green fees, ski passes, social activities, and honour / mini bar fees
  • Late fees for personal liability insurance. Fines, court costs, parking violations, and cars
  • Over-the-counter medicines or prescriptions
  • Additional travel expenses for the employee’s spouse, domestic partner, or other companions, including airfare, room, and board. See Spouse/Domestic Partner Expenses for limited exceptions
  • Hotel, meals, or other expenses associated with early attendance at meetings or business trips, or extended stays for non-business reasons
  • Car rental surcharges such as child seats, GPS units for domestic travel and satellites
  • Business trip accident insurance. See Travel Accident Insurance for details and exceptions

How to record and prepare proofs for reimbursable expenses?

Claiming an expense claim follows a process that can get a little complicated if you are not aware of the documents required to support your expense claim. Accounting generally requires receipts and invoices to justify expenses. Here are the steps to process refundable expenses:

Step 1: Scan a document

All receipts, invoices, and other documents that contain information about expenses must be scanned. You can even take pictures of these documents to protect your digital files.

The document should include dates, locations, prices, and any other information your accounting department may require. If the employee used a personal credit card, bank statements must also be kept within the same travel period.

Step 2:

Keep the original file handy and save the scanned file to your computer

Step 3:

After submitting the expense report, upload the file. Make sure you follow your company’s standards for size, format, and other expense report requirements.

What effect does GST have on expenditure reimbursement?

All reimbursement expenses must be in the value of supply unless incurred solely as an agent.

The value of the supply of goods and/or services is the transaction value as defined in section 15 of the CGST Act. Where the supplier and recipient are not related and the price is the sole consideration for delivery, this is the price paid or payable for the delivery of those goods or services.

Incidental charges charged by the Supplier to the consignee and other amounts charged during delivery up to the time of delivery of the Goods or performance of the Services are the value of the supply outlined in the Section. 15(2) including clause (c).

As a result, any goods or services provided by the supplier for which the recipient pays a fee are inclusive of transaction value and taxed. Regarding reimbursement of costs incurred as a mere agent, Rule 33 of the CGST Evaluation Rules stipulates that all costs incurred as a pure agent are deducted from the value of the supply and therefore from the gross turnover.

Which expenditure can be reimbursed to the supplier under GST?

Under GST, suppliers can cover two types of costs:

Costs incurred by the supplier during the supply process:

This is commission, packing, travel, and other costs included in the shipping charges. These costs are often incurred before or during the delivery of goods or services.

Costs incurred by the supplier as a pure intermediary:

These are costs incurred by the provider on behalf of the recipient and are not included in the shipping price. Examples include government registration or tax payments, and shipping charges paid to a third-party carrier that the recipient authorizes to pay the carrier.

What’s the difference between a refund and reimbursement?


A refund is an overpayment for goods or services or the receipt of money due to the goods being returned to the seller. Current-year redemptions generally result in cost savings. Refunds from previous years must be paid into the appropriate fund using a specific income tax subject.


A reimbursement is a cash payment received on behalf of or as a reimbursement for services or other expenses rendered on behalf of another government agency. Federal subsidy reimbursement falls into this category. All reimbursement must be paid to the appropriate fund. For example, redemptions from the General Fund must be paid to the General Fund.

What is an example of reimbursement?

Let’s take an example to understand the concept of reimbursement –

Anita works as a Software Solutions Architect in an IT company in India. 

Her job requires her to see her clients regularly. Meanwhile, a respected technology-oriented group has announced that it will host a national exposition in the United States to which major IT organizations will be invited. Anita’s company is one of them. 

The Executive Committee will send her based on her previous field experience as a company representative. She travels to the event two days before it begins. 

During her four-day trip, she books luxury hotels and pays for her meals. On her tours, she meets other professionals and attracts new clients.

Her company has a policy of paying employees for out-of-town business-related activities. Because she was successful in bringing in new customers, the company’s management approves the expenses she incurred.

Upon returning from the expo, she shows records of all cash payments made on behalf of the company. The company finds everything correct and pays her right away.

Frequently Asked Questions (FAQs)

Are reimbursements part of the salary?

Employees who receive expense reimbursement are not required to report these payments as wages or income.

What is the difference between payment and reimbursement?

Payment is the act of buying something for full payment. Reimbursement means paying on behalf of a company or organization. It is deducted from the company’s earnings, while payments are deducted from other income accounts.

Are cost reimbursements taxable?

Reimbursement costs are taxable.

Is reimbursement a salary?

Reimbursement is money that an organization or company reimburses to an employee for out-of-pocket expenses that the employee has had to pay or overpayments made by a customer or other entity with which the organization or company is cooperating.

Can a company claim GST for employee reimbursements?

 GST does not apply to amounts reimbursed by an employer to an employee.

What is another word for reimbursement?

Reimbursement is similar to pay, indemnify, indemnify, return, reimburse, and satisfy. These words mean `to give money or something of equal value in exchange for something,’ whereas reimburse means to get back money spent for someone else.

Wrapping Up

As a business owner, you are responsible for processing employee payments on your behalf. To reduce the workload, you should create a reimbursement strategy. No discrepancies are seen even though employees report eligible expenses on their income accounts.

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