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# Employee accounts : Set up and Edit

The employee accounts setting is only available for **Controllers** and **Account owners** that have the **expense claims module** activated. This feature is not yet available for Xero and Datev users.

In Spendesk, you have 4 possibilities to bookkeep expense claims:

* use a **default account** only,
* use specific **employee accounts** only,
* use both specific **employee accounts and the default account,**
* use **employee accounts and** [auxiliary accounts](https://helpcenter.spendesk.com/en/articles/6533823-auxiliary-accounts-on-spendesk).

# Use a default employee account

In case you don't have specific employee accounts or prefer to bookkeep all expense claims under the same account, you can use a default employee account.

Add your generic account in **Settings > Chart of accounts > Employee Accounts**: enter its code and don't forget to save!

# Add a dedicated employee account

There are 2 ways to add an employee account.

## From the accounting settings

Go to **Settings > Chart of accounts** and then to the **Employee Accounts** section. Fill out the table by selecting the employee's name using the drop-down menu. Then add the specific employee account next to the employee’s name.

We flag duplicates to avoid confusion. You can also sort out the columns in alphabetical order, just click on the header.

## When preparing your monthly closing

You can also choose to add the employee account directly from the **Bookkeep > Prepare tab.**

To display expense claims only, use the **Group By > Expense Type** feature.

# Remove a specific employee account

You can remove an employee account from the **Settings > Chart of accounts > Employee Accounts** tab**.** Click on the small **bin** on the corresponding line to remove the employee account.

# Spot the employee account in your export files

In the accounting export, you have two documents.  
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## Purchase journal

Depending on your export template, we don’t show the employee accounts the same way.

If you use a **double entry (debit**/credit) export template, the employee account is located on the **credit** line.

If you use a **single-entry** export template, it’s displayed in the **Counterparty** column.

## Bank journal

If [you’ve reimbursed your employee](http://helpcenter.spendesk.com/en/articles/4119697-reimburse-an-expense-claim-ao-controller-only) from Spendesk, the relevant expense claims automatically appear in the bank journal. Employee accounts are displayed in the "**Counterparty**" column. Otherwise, the bank journal remains empty.

Spendesk bank account becomes a supplier account (401 Misc). Find it in **Settings > Chart of accounts > Miscellaneous account**. In your bank journal, all Spendesk virtual or physical card payments are now showing under this 401 account.

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