Reimbursable expenses are business expenses that you paid personally and must be repaid by your organization.
You can submit reimbursable expenses in Emburse Spend if your organization has enabled this functionality. If you do not see the Reimbursement tab, this option is not available to you.
To receive reimbursement, you must connect your personal bank account.
The maximum reimbursable amount is $25,000. Amounts above this limit must be split into multiple submissions.
You cannot submit a credit amount in Emburse Spend. Contact an administrator to process refunds outside of Spend.
For steps to submit expenses in the mobile app (iOS and Android), see Submit Expenses in the Emburse Spend Mobile App.
Submit a Reimbursable Expense on the Website
Start from your Personal Dashboard or click Reimbursements in your Personal sidebar.
Click New Reimbursable Expense.
Autofill Expense Details
The easiest way to create a new reimbursable expense is to upload a receipt and let the system scan it to automatically fill in key fields.
Select Upload a Receipt to choose an image from your computer, or select Browse Gallery to choose a receipt that you have already uploaded.
When you upload a receipt, Emburse automatically begins extracting its details. A processing window appears immediately, and animated ellipses (…) indicate that extraction is in progress.
You can choose how to proceed:
Wait for Autofill: If you take no action, the processing window closes automatically once extraction is complete. The expense fields populate with the extracted receipt details.
Add Details Manually: Selecting Add Details Manually closes the processing window and stops the autofill process. You can then enter all the expense details yourself.
If receipt extraction completes successfully, Emburse populates such available fields as:
Merchant Name
Transaction Date
Amount
You can review and edit any populated fields before submitting the expense.
Enter Expense Details Manually
Alternatively, you may enter your expense details on the New Reimbursable Expense screen manually.
1. Enter the Merchant name or select Mileage, as applicable, from the drop-down list.
2. Fill in the required fields to add context to your expense. Amount and Merchant are always required.
3. Follow these instructions to itemize the expense, add flight details or attendees, or indicate that it is billable.
4. To attach a receipt, click Upload a Receipt to select an image from your computer or click Browse Gallery to select a receipt that you have already uploaded. (Follow these instructions to include multiple receipts.)
5. Click Create to submit your expense for approval.
Your manager and/or an administrator will approve the expense, which will initiate a payment to your bank account via ACH transfer.
Attach Multiple Receipts to a Single Expense
If your receipt has multiple pages or you require more than one image to capture the entire receipt, you can attach multiple receipts to one expense. You may attach multiple receipts to both reimbursable expenses and corporate card (non-reimbursable) expenses.
Via a Web Browser
1. Submit the expense without the receipt first. If your company requires a receipt upon submission, please submit with the first receipt and then follow the steps below.
2. Find the expense in the Reimbursments or Transactions list, select it, then select the Plus button. This gives you the option to choose a saved receipt or upload a receipt from your computer or device.
3. Once the first receipt is added, select the Add Receipt button again to add another receipt.
4. Select Save when finished.
For steps in the mobile app, see Submit Expenses in the Emburse Spend Mobile App.