- Click here for US reimbursement.
- If you are an Australian employee, click here to add a reimbursement account.
What's covered in this article?
- Setup Overview
- Adding a Withdrawal Account (administrators)
- Adding a Deposit Account (employees)
- Creating a Batch Payment File
- Bank Specific Batch Payment Support
Australian companies can reimburse Expensify reports by creating a Batch Payment (Direct Entry) ABA file. When uploaded to your business online banking a batch file can be used to process reimbursements in bulk directly from your company’s business bank account to employees' personal bank accounts.
Note: Your bank may charge you when processing batch payment files. Please speak to your bank to find out more.
- Expensify will generate the batch payment file containing all the payment amounts and recipients ready to load into your business online banking (instructions for uploading ABA files to major bank websites). Expensify will not be processing the payment on your behalf.
- The business bank account that reimbursement payments are to be debited from must be added to an Administrator’s Account settings (Settings > Your Account > Reimbursement) as a Withdrawal Account. See Adding a Withdrawal Accounts below for more details.
- Employees' must add the bank account they want to receive reimbursements to in their Account settings (Settings > Your Account > Reimbursement). See Adding a Deposit Accounts below for more details.
- The batch payment file will not generate if an employee has not added their Deposit Account.
There are three steps that have to be completed before reimbursements can be processed:
- Add a Withdrawal Account to an Administrator's Account settings (If you do not know your Bank User ID Number, please contact your bank)
- Link Withdrawal Account to your Policy
- Ask your Employees to add their Deposit Account
Once these have all been completed, you're ready to go!
Adding a Withdrawal Account (for admins)
A Withdrawal Account is the business bank account that you want to pay your employee reimbursements from. Please visit our US reimbursement page if you want to add a US Withdrawal Account.
Step 1: Go to Settings > Your Account > Reimbursement and click Add Withdrawal Account
Step 2: In the Country drop down select Australia, then Save & Continue
Step 3: Enter your company BSB, account number, Bank User ID/Direct Entry ID/APCA Number (if applicable) and company name. If you don't know your Bank User ID/Direct Entry ID/APCA Number, please contact your bank and they will be able provide this.
Note: Some Financial Institutions require an ABA file to include a self-balancing transaction. If you are unsure, please check with your bank to ensure whether to tick this option or not, as selecting an incorrect option will result in the ABA file not working with your bank's internet banking platform.
Once added your Withdrawal Account appear like this:
Linking the Withdrawal Account to your Policy
Step 4: Go to Settings > Policies > Group > [Group Name] > Reimbursement and enable Reimbursement for the policy:
Next add the country of your Withdrawal Account:
Step 5: Set the Default Withdrawal Account for processing reimbursements and then you're done. Tell your employees to add their Deposit Accounts and start reimbursing
Add a Deposit Account (for employees)
A Deposit Account is the bank account where you want to receive your reimbursements.
Step 1: Go to Settings > Your Account > Reimbursement and click Add Deposit Account
Step 2: In the Country drop down select Australia
Step 3: Enter your BSB, account number and name. If the fields are not that same as the below then you will need to speak to your administrator about enabling reimbursements in Expensify
Creating a Batch Payment File
Before creating a batch payment file to process reimbursements, it is important that everything is setup correctly, including:
- Withdrawal Account has been added to an Administrator's account
- Withdrawal Account has been linked to your Policy
- Employees have added their Deposit Accounts
Reimburse a single report: Open the approved report and select Reimburse > Via ABA file button to generate an ABA file for the report.
Reimburse multiple reports: On the Reports page select all the approved reports to be reimbursed and select Bulk Actions > Reimburse via ABA
Note: You can only bulk reimburse approved reports on one policy at a time. You can use the policy filter on the left to narrow down approved reports by policy before bulk reimbursing them, if needed.
If you try to reimburse a report and the employee has not added a Deposit Account you will get the following error message and the file will not be created:
After selecting Reimburse via ABA the batch payment file will generate for download and all reports will be marked as reimbursed. Download the file and upload it to your business online banking to process the reimbursement payments:
Bank Specific Batch Payment Support
You can find instructions on how to upload batch payment files by bank:
For a live overview of the Policy Admin role, policy management and administration, register for our free Admin Onboarding Webinar!
Still looking for answers? Search our Community for more content on this topic!