Reimburse Staff
We use a web-based app to manage staff (employee and contractor) expense report reimbursement. It is accessible via browser, tablet or mobile (iOS & Android).
How It Works:
- Your staff (employees and contractors) use the mobile app to capture receipts on the go (such as meals and in-store purchases). They forward email receipts (such as hotel reservations, flight bookings and car rental receipts) or log in from a browser to upload scanned receipts. Receipts are smart scanned to capture the merchant name, date and amount of purchase.
- Staff tag their purchases using a list of categories you provide, such as Meals Expense, Travel Expense, etc. They can also add descriptive memos to each purchase.
- Staff group expenses into a report and submit it for approval.
- Approver(s) review expense reports and authorize for reimbursement.
- We pay approved-only expense reports weekly.
- We manage the integration of data to QuickBooks Online (QBO), ensuring that line item detail of reimbursements are recorded in the QBO general ledger.
- We invite new staff to your company policy to submit expense reports for reimbursement, as needed.
Special Instructions:
- Purchases under $75 (non-lodging) will generate an IRS-compliant e-receipt attached to the purchase. Staff may replace this with a more detailed receipt.
- If all information submitted on expense reports is correct and appropriate, then the approver should click the “Approve” button to authorize all line items on the expense report to be reimbursed and recorded on the books.
- If any of the line items are not appropriate, the approver should reject the entire expense report with a note to the employee or contractor explaining additional information required for approval.
- Expense reports are recorded in the accounting period they are reimbursed. You are responsible for managing and encouraging staff to submit expense reports for reimbursement in a timely manner for recording in the proper accounting period.
- If you need to reimburse staff quickly, pay them via manual check and mark the expense report as reimbursed immediately upon approval. We will then record the reimbursement on the books.
- It is your responsibility to ensure that sufficient funds are available for all approved expense reports.
- Staff are reimbursed electronically. They are responsible for entering and managing their personal bank account details. Staff are notified when payment is scheduled.
- Supporting documentation for staff expense report reimbursements are stored electronically, eliminating the need for paper management systems.
This service package includes access to your staff’s expense report activity via Expensify. We own and maintain this subscription.
