Expense Reimbursements

Expense reimbursements process approved expenses for payment to employees. This guide covers payment methods, processing, and tracking.

Overview

Expense reimbursements enable you to:

• Process approved expenses
• Manage payment methods
• Schedule reimbursements
• Track payment status
• Generate payment reports
• Handle special cases

Accessing Reimbursements

Navigate to Expenses → Reimbursements or Finance → Expense Payments.

Understanding Reimbursements

Payment Methods

Method	Description	Timing
Payroll	Added to paycheck	Next pay period
Direct Deposit	Bank transfer	1-3 business days
Check	Paper check	5-7 business days
Prepaid Card	Load to card	Same day

Reimbursement Status

Status	Description
Pending	Awaiting processing
Scheduled	Payment date set
Processing	Being processed
Paid	Payment complete
Failed	Payment issue
Cancelled	Payment stopped

Processing Cycle

Approved → Batched → Scheduled →
Processed → Paid → Confirmed

How-To Guides

How to View Reimbursement Status

Employee View

1. Go to Expenses → My Reimbursements
2. View all reimbursements:
   • Pending payments
   • Scheduled payments
   • Payment history

Status Details

Expense Report: EXP-2026-042
Amount: $1,377.00
Status: Scheduled

Timeline:
├─ Approved: Jan 20, 2:45 PM
├─ Batched: Jan 21, 5:00 PM
├─ Scheduled: Jan 25
└─ Expected: Jan 27 (direct deposit)

Payment History

View past reimbursements:

• Date paid
• Amount
• Method
• Reference number
• Report link

How to Process Reimbursements

Finance Processing

1. Go to Finance → Expense Payments
2. View approved expenses ready for payment
3. Select reports to process
4. Choose payment method
5. Set payment date
6. Generate payment batch

Batch Processing

Create payment batches:

Payment Batch: PAY-2026-004
Date: January 25, 2026
Method: Direct Deposit

Reports Included:
┌──────────────┬────────────────┬──────────┐
│ Report       │ Employee       │ Amount   │
├──────────────┼────────────────┼──────────┤
│ EXP-2026-042 │ Sarah Johnson  │ $1,377.00│
│ EXP-2026-043 │ Mike Chen      │ $856.50  │
│ EXP-2026-044 │ Lisa Park      │ $423.00  │
├──────────────┼────────────────┼──────────┤
│ Total        │ 3 payments     │ $2,656.50│
└──────────────┴────────────────┴──────────┘

Processing Steps

1. Review Queue

   • Check all approved
   • Verify amounts
   • Confirm payment details

2. Create Batch

   • Select reports
   • Group by method
   • Set payment date

3. Approve Batch

   • Manager review
   • Finance approval
   • Release for payment

4. Execute Payment

   • Process payment file
   • Bank submission
   • Confirmation tracking

How to Set Up Payment Methods

Employee Setup

Configure personal payment:

1. Go to My Profile → Payment Settings
2. Select preferred method:
   • Payroll (default)
   • Direct deposit
   • Check
3. Enter bank details (if direct deposit)
4. Save settings

Bank Account Setup

For direct deposit:

Account Setup:
Bank Name: First National Bank
Routing Number: xxxxxxxxx
Account Number: xxxxxxxxxx
Account Type: Checking
Status: Verified

Verification Process

New accounts verified:

1. Enter bank details
2. System sends micro-deposits
3. Employee confirms amounts
4. Account verified
5. Available for reimbursement

How to Handle Payroll Reimbursements

Payroll Integration

Expenses added to paycheck:

• Approved expenses batched
• Added as non-taxable reimbursement
• Appears on pay stub
• Part of regular pay cycle

Payroll Timeline

Expense approved: Jan 15
Payroll cutoff: Jan 20
Pay date: Jan 25
Expense included in Jan 25 paycheck

Missing Cutoff

If after cutoff:

• Rolls to next pay period
• Or process as direct deposit
• Employee notified

How to Process Urgent Reimbursements

Expedited Processing

For urgent needs:

1. Employee requests expedite
2. Manager approval
3. Finance priority processing
4. Same-day or next-day payment

Expedite Criteria

Valid reasons:

• Large amount hardship
• Travel advance needed
• Extended delay occurred
• Special circumstances

Processing

1. Request marked as urgent
2. Bypasses normal batch
3. Individual processing
4. Immediate payment method

How to Reconcile Reimbursements

Reconciliation Process

Match payments to records:

1. Download bank transactions
2. Match to payment records
3. Identify discrepancies
4. Resolve exceptions
5. Complete reconciliation

Reconciliation Report

Reimbursement Reconciliation - January 2026

Batches Processed: 4
Total Payments: 47
Total Amount: $34,567.89

Matched: 45 payments ($33,891.50)
Unmatched: 2 payments ($676.39)

Exceptions:
- PAY-2026-003-015: Bank returned - account closed
- PAY-2026-004-008: Amount mismatch ($0.01)

Handling Exceptions

Exception	Cause	Resolution
Returned	Bad account	Verify and resend
Mismatch	Calculation error	Investigate
Duplicate	Processing error	Void duplicate
Missing	Not processed	Reprocess

How to Handle Failed Payments

Payment Failures

Common failures:

• Invalid account
• Insufficient funds (corporate)
• Bank rejection
• Technical error

Resolution Process

1. Identify failure
2. Contact employee
3. Update information
4. Reprocess payment
5. Confirm success

Notification

Employee notified:

• Payment failed
• Reason provided
• Action required
• Contact information

How to Generate Payment Reports

Standard Reports

Report	Content
Payment Register	All payments by period
By Employee	Individual history
By Method	Payment method breakdown
Outstanding	Pending payments
Reconciliation	Match to bank

Custom Reports

Build reports:

1. Go to Finance → Reports → Expenses
2. Select fields
3. Add filters
4. Set date range
5. Generate report

Export Options

• PDF for records
• Excel for analysis
• CSV for integration
• AP file for accounting

How to Handle Corporate Card Payments

Corporate Card Expenses

Different from reimbursement:

• Company-paid expenses
• No employee payment needed
• Reconciliation only
• Accounting entry required

Card Reconciliation

1. Import card transactions
2. Match to expense reports
3. Verify documentation
4. Code to GL accounts
5. Complete reconciliation

Advanced Features

Automated Processing

Hands-off processing:

• Auto-batch approved
• Scheduled payments
• Exception handling
• Confirmation tracking

Multi-Currency

International expenses:

• Local currency conversion
• Exchange rate handling
• Currency gain/loss
• Settlement currency

Tax Handling

Proper tax treatment:

• Non-taxable reimbursements
• Taxable allowances
• Reporting requirements
• Compliance tracking

Integration

Connect with:

• Banking systems
• Payroll software
• Accounting systems
• Reporting tools

Best Practices

⚡ Processing

• Regular batches
• Timely payments
• Clear communication
• Exception handling

📊 Tracking

• Complete records
• Status updates
• Payment confirmation
• Employee notification

✓ Accuracy

• Amount verification
• Account validation
• Reconciliation
• Audit trail

💰 Compliance

• Policy adherence
• Tax handling
• Documentation
• Reporting

Configuration

Payment Settings

Navigate to Settings → Expenses → Payments:

• Methods - Available payment types
• Default Method - Standard option
• Processing Schedule - Batch timing
• Bank Integration - File formats

Processing Settings

• Auto-Batch - Automatic batching
• Approval Workflow - Payment approval
• Timing - Processing schedule
• Cutoffs - Payroll deadlines

Notification Settings

• Scheduled - Payment scheduled
• Processed - Payment sent
• Completed - Confirmation
• Failed - Issues

Troubleshooting

Common Issues

Payment not received

• Check payment status
• Verify account details
• Review processing date
• Contact finance

Amount incorrect

• Review expense report
• Check calculations
• Verify no deductions
• Contact finance

Payment method wrong

• Update preferences
• Contact finance
• Request reprocess
• Verify settings

Bank rejected payment

• Verify account active
• Check account details
• Update information
• Request new payment

Related Documentation

Return to Expense Module Overview to explore all expense management features.