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What is a reimbursement?

A reimbursement is paying back an employee for a purchase they made on behalf of the restaurant. Sometimes this gets handled through a “paid out” from the register, but either way it needs to be documented.

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What do we need on the reimbursement invoice?

Your reimbursement invoice or receipt should include:
  • Name of the employee the reimbursement is payable to
  • Date
  • Total amount
  • Payment account (e.g., checking account, petty cash, etc.)
  • Items purchased (not required, but helpful)
  • Category (not required, but helpful)
Here’s a sample of what a completed reimbursement form looks like:
If you don’t specify a payment account on the form, we’ll close the invoice to Accounts Payable (A/P) by default. To make sure the reimbursement is recorded against the right account, write the payment account directly on the form — for example, “Petty Cash” or “Operating Checking.”

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How to submit a reimbursement

  1. Download and print the reimbursement form (link at the bottom of this article).
  2. Fill out all the sections.
  3. Attach your receipt or invoice to the form.
  4. Take a picture of the completed form and upload it to Garde.

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How we process reimbursements

Here’s what we pull from the form:
  • Vendor Name = the employee’s name (the person being reimbursed)
  • Invoice Date = the date on the reimbursement form. If there’s no date, we use the date from the attached receipt.
  • Line Items = the items listed on the attached receipt
  • Invoice Total = the amount on the reimbursement form. If it’s blank, we use the total from the attached receipt.
  • Payment Account = whatever’s listed on the form. If nothing is specified, we close it to A/P.