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Reimburse via Direct Deposit (ACH)

Reports can be reimbursed directly from within Expensify by clicking the Reimburse button along the top of the report and then Via Direct Deposit (ACH).

Important notes:

  • Both the person receiving and the person sending the money will need to set up their reimbursement accounts to receive the funds. For example, to reimburse via direct deposit (ACH), the report submitter will need to have set up a personal bank account (a direct deposit account), and the account reimbursing the report will need to have set up a business bank account. 
  • This feature is currently only available in the United States. If you are outside the US, you will need to reimburse the report manually using your current process and "just mark it as reimbursed".
  • If an approver attempts to reimburse a submitter that does not have a personal bank account on file, the submitter is sent an email notification and the report is put in a reimbursement pending state. Once the personal bank account is added, any reimbursement pending reports will be automatically reimbursed.

You can learn more about the direct deposit (ACH) option in the relevant help pages.

Manual Reimbursement

By default, if reimbursement is enabled on your group policy, expense reports will be reimbursed as soon as they are Final Approved. If you prefer to have an extra check before distributing funds or have tighter control over when funds are withdrawn, you can set a Manual Reimbursement threshold. 

Setting a Manual Reimbursement threshold will make it so that an extra step is needed to reimburse any report over that threshold. After the report is Final Approved, a Policy Admin will need to go trigger the reimbursement on the report via the Reimburse button within the report. You can set your Manual Reimbursement threshold by going to Settings > Policies > Group > [select policy] > Reimbursement.

If you’d like accounting to approve reimbursements, make sure you have the email address holding the reimbursement account set as the Final Approver in your group policy. In the case that you did not want this report to be reimbursed or you realized you made a mistake, you also have the ability to cancel the reimbursement.

This can also be combined with our Domain Control feature Strictly Enforce Expense Policy Workflows, which forces all reports to follow the workflow defined on the policy's People page.

Mark a Report as Reimbursed

If you are reimbursing a report manually, simply click the Reimburse button and choose the manual reimbursement option. 

The submitter can then go into the report and confirm that they received the reimbursement by clicking the Reimbursement Received button at the top of the report.

The status of the report will change to Reimbursed CONFIRMED:

Cancel Direct Deposit Reimbursement

Reimbursed a report by mistake? No worries! Any policy Admin with access to the same business bank account can now cancel the reimbursement from within the report, up to the point at which it is withdrawn from the payment account.

Marking as Reimbursed in Bulk

  1. Review the reports you’d like to bulk approve to ensure that you have in fact reimbursed the reports you’re marking.
  2. On your Reports page, place check marks to the left of any reports in the Approved state you’d like to mark as reimbursed.
  3. Click Bulk Actions > Mark as Reimbursed
  4. Once you’ve read the warning, click Yes to mark the selected reports as reimbursed.

Take Control of a Report

If you are waiting on someone else to Approve or Reimburse a report, but that person is unavailable, another Policy Admin or owner can click Take Control so that they can approve or reimburse the report. This can be done for any submitted report on a group policy, and can only be done by a Policy Admin.

For a live overview of the Policy Admin role, policy management and administration, register for our free Admin Onboarding Webinar!

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