Manage Reimbursable Expenses

The Reimbursements screen contains all the settings admins need to manage reimbursable expenses in Emburse Spend.

To access the screen, select the Settings button in the upper right corner of Emburse Spend, then select Reimbursements.

If the toggles on this screen are inactive, you must first complete Business Verification for your organization.

Settings menu in Emburse Spend with Reimbursements selected.

To set up reimbursements for the first time, follow the steps below.

Enable Reimbursable Expenses

Enable Reimbursable Expenses toggle on the Reimbursements screen.

The Enable Reimbursable Expenses toggle allows you to control whether users at your organization may create reimbursable expenses. If you turn it off, the Reimbursements screen will no longer appear in the Admin or Personal menus in Emburse Spend.

Enable Emburse Spend to Process Reimbursements

Enable Emburse Spend to Process Reimbursements toggle turned on.The Enable Emburse Spend to Process Reimbursements toggle allows you to control whether payments will be made via Emburse Spend. Most customers choose to reimburse employees through Emburse Spend. Employees receive payment within 6 business days after final approval.

If you turn this toggle off, users may still submit reimbursable expenses and admins may still approve them, but payments will not be made by Emburse Spend using funds from your bank account.

Instead, your organization will need to make the payments outside of Emburse Spend. Additionally, Emburse Spend will not send any records back to your account system via our automated integration; you will also need to do this manually.

It is not recommended to use this feature to temporarily pause payments via Spend because any expenses submitted while it is turned off will not have their payments processed even after it is turned back on. Those expenses will need to be resubmitted in order to be paid via Spend.

If you haven't already, you will need to connect a bank account before reimbursements can be made. You will see the following note to direct you to the Bank Accounts page.

Note directing you to connect a bank account on the Bank Accounts page.

Payout Schedule

If the Enable Reimbursable Expenses and Enable Emburse Spend to Process Reimbursements toggles are both on, you may use the Payout Schedule drop-down to select how frequently you want payments to be made.

Payout Schedule dropdown with payment frequency options.

Once you have made the desired changes, select Save. Changes will appear in the user interface within 2 to 5 minutes.

Submit a CSG Forte Application for Online ACH payments

CSG Forte is Emburse's trusted provider for online ACH payments. You must complete the CSG Forte application for approval in order for Emburse Spend to process your reimbursements. 

Before starting the Forte application, you must have completed these two steps:

  1. Verify your business.
  2. Connect your company's bank account.
ACH reimbursements require a linked bank account. You may either link a bank account via Plaid before you begin the application or manually enter your bank account during the application process.

1. Select Start Application.

Start Application button for the CSG Forte online ACH application.

2. Complete all the necessary fields on the Forte application pop-up. Certain fields will be autopopulated with information entered when your organization completed business verification through Stripe. We recommend you provide the same business-representative information for verification via Forte that you did for Stripe, since these two processes are linked

CSG Forte application form, top section.CSG Forte application form, bottom section.

3. Then select Submit Application.

4. Once the Forte application is submitted, you will see the following confirmation.

Confirmation message after submitting the CSG Forte application.

5. CSG Forte will review your application, and you will be notified within 3-7 business days about the application result.

CSG Forte FAQs

How long is the ACH payment processing time?

ACH payments via CSG Forte can take up to 6 business days to process. However, exact ACH processing times vary quite a bit depending on merchant-risk profile, transaction type, and underwriting/hold policies. Select here for more details.

How do I check my Forte application status?

Your CSG Forte application ID and Status are displayed in Company Settings > Reimbursements once you submit your application successfully.

  • If the status is "Under Review," Forte is currently reviewing your application. They will contact you via email if further information is required.

CSG Forte application status Under Review in Reimbursements.

  • If your application has been approved, a success message and the “Connected” status will appear on the Reimbursements screen. You will also receive a confirmation email.

CSG Forte application Connected status and success message.

What should I do if my CSG Forte application is declined?

If your application is declined, CSG Forte will email you indicating the missing information. Respond directly to their email with the requested details.

What should I do if my CSG Forte application is rejected?

CSG Forte retains sole authority in the final outcome of your application. If your CSG Forte application is rejected and you wish to submit a new application for consideration, contact Emburse Spend's Support Team. The Emburse Fraud team will review your information to determine whether they can assist you in submitting a new application.

Once my Forte application is approved, what do end users need to do to receive reimbursement payments?

New Reimbursement Users

To receive reimbursement payments in Emburse Spend, new users must connect a personal bank account to their profile.

Existing Reimbursement Users

Users who connected their bank accounts via the previous reimbursement system (i.e., before July 1, 2025) must reconnect their bank account to CSG Forte to continue receiving reimbursements.

New reimbursements initiated on or after July 1, 2025 will not be processed until users reconnect their bank accounts.
In-flight reimbursements processed before July 1, 2025 will still be sent to the previously linked account.

Users will see in-app prompts on the Dashboard and Personal Settings screens to guide them through the process.

Prompt to reconnect a bank account shown on Dashboard and Personal Settings.

Alternatively, users can follow the steps below.

1. In the Embuse Spend web app, select your name in the upper right corner and select Personal Settings.

2. In the menu on the left, select Bank Account.

3. Select Connect Bank. 

How do I check if my end user has a bank account connected?

See How to Confirm a User Has a Bank Account Connected.

 

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