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Deep Dive: Best practices for reimbursing reports

Christina DobryzynskiChristina Dobryzynski Expensify Team Posts: 145 Expensify Team
edited May 19 in Deep Dive Docs

Big Picture

Before we dive into best practices, let's first take a step back to understand that onlyPolicy Admin who has added a business bank account to their Expensify account will be able to reimburse employees.

There are three primary options when it comes to Expensify reimbursements. 
  1. Expensify offers direct ACH reimbursement for employees using a US bank account. 
  2. Expensify offers Australian companies the option to reimburse employees by creating a Batch Payment (Direct Entry) ABA file. 
  3. Configure reimbursement outside of Expensify.

Best Practices 

  • Plan ahead! Consider the possibility that the one policy admin who is a reimburser might be sick at the end of the month or perhaps on a four-week honeymoon to Hawaii and someone else will need to be able to reimburse employees. Make sure the policy admin shares the business bank account with at least one other policy admin. 
  • Get in the routine of having every new employee connect a Personal Bank Account to his/her Expensify account. This will ensure there is no delay in getting reimbursed. 
  • Understand there is a verification process when sharing a business bank account. The new reimburser will need to have access to the business bank account transaction history (or access to someone who has access to it) so they can verify 2 deposits and 1 withdrawal that Expensify will send to verify the account. 
  • Consider setting up automatic reimbursement. With this configured, reports below a certain threshold (defined by you) will be automatically reimbursed via ACH as soon as they've been Final Approved!
  • Notify employees to look at the Report History & Comments section or at the top of a Reimbursed Report to find the details of when they can expect a direct reimbursement. 

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