# What is the best way to refund expenses? **URL:** \ **Category:** Uncategorized\ **Created:** [September 26, 2016, 8:10pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193 "2016-09-26T20:10:43Z")\ **Posts on this page:** 6\ **Page:** 1
**Author:** ![raJ](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/raj/32/4265_2.png) [@raJ](https://forum.manager.io/u/raJ)\ **Post date:** [September 26, 2016, 8:10pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/1 "2016-09-26T20:10:43Z")
Let’s say I spent for gasoline which was posted twice or mistakenly paid to payee twice in real life situation? How to handle the refund for the overpaid amount? Appreciate your help. Thanks. ---
**Author:** ![Tut](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/tut/32/3286_2.png) [@Tut](https://forum.manager.io/u/Tut)\ **Post date:** [September 26, 2016, 8:22pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/2 "2016-09-26T20:22:20Z")
These are different situations. If you just mistakenly posted twice, delete one of the entries. If you overpaid an employee, make a deduction from their payslip. Or have them pay you back and Receive Money. For the employee case, did you use an expense claim originally? If so, leave it. Never a good idea to delete accounting records for things that actually happened. However you do this, post any transactions involved to the same expense account where you posted the payment. That way, the amount will be backed out. If none of this makes sense, provide more details. ---
**Author:** ![raJ](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/raj/32/4265_2.png) [@raJ](https://forum.manager.io/u/raJ)\ **Post date:** [September 26, 2016, 8:58pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/3 "2016-09-26T20:58:18Z")
I forgot to mention that the expense was made twice on separate dates. One on 21st and other one on 24th for the same expense incurred. Since we reconcile cash account everyday - i think deletion of one entry will be against accounting ethics and is not good practice. I haven’t used the expense claim program. So, should I credit motor vehicle expenses for gasoline expense and debit my cash account for adjustment providing a narration as refund? ---
**Author:** ![Tut](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/tut/32/3286_2.png) [@Tut](https://forum.manager.io/u/Tut)\ **Post date:** [September 26, 2016, 9:11pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/4 "2016-09-26T21:11:36Z")
> [@raJ](#): > > I haven’t used the expense claim program. Read about expense claims here. They are designed explicitly for the situation you describe: > [@Use expense claims](https://forum.manager.io/t/how-to-use-expense-claims/6898): > > Expense claims record expenses incurred by people on behalf of the business. These can be of two types: Actual expenses paid with personal funds that, in other circumstances, could have been paid directly with company funds and posted to appropriate accounts. Examples include: travel expenses for company business charged to an individual’s credit card, cash purchases of office supplies, or materials bought locally out of pocket on an emergency basis to finish work at a customer’s site. All… > [@raJ](#): > > should I credit motor vehicle expenses for gasoline expense and debit my cash account for adjustment providing a narration as refund? Yes. Take note, though, this cannot happen via a journal entry. You should Receive Money in the `Cash Accounts` tab. And you cannot simply make the entry. You must actually put back the money. ---
**Author:** ![raJ](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/raj/32/4265_2.png) [@raJ](https://forum.manager.io/u/raJ)\ **Post date:** [September 26, 2016, 9:18pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/5 "2016-09-26T21:18:32Z")
Thank you. I understood how to deal with this now. 🙂 ---
**Author:** ![Ealfardan](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/ealfardan/32/63166_2.png) [@Ealfardan](https://forum.manager.io/u/Ealfardan)\ **Post date:** [January 18, 2023, 2:50pm UTC](https://forum.manager.io/t/what-is-the-best-way-to-refund-expenses/7193/6 "2023-01-18T14:50:45Z")
Closed on January 18, 2023, 2:50pm UTC