Reimbursable Expenses are business expenses that an employee has paid for personally and therefore must be repaid by the company.
Employees can submit expenses for reimbursement in Emburse Spend. To receive reimbursement payments through Emburse Spend, you will need to connect your personal bank account.
If the expense you would like to submit was charged to a corporate card connected to your Emburse Spend account, submit the transaction instead.
Submit a Reimbursable Expense on the Website
Start from your Personal Dashboard or click Reimbursments 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.
Submit a Reimbursable Expense in the iOS App
You can also submit a reimbursable expense using the iPhone app.
1. Tap the pencil button.
2. Fill in the total amount of the expense. Tap in the Merchant field to add the location of the expense. Tap to add any additional fields.
3. Tap the camera icon to add a receipt to your expense. You will be given three options:
- Receipts: Choose a receipt that you have already uploaded to Emburse Spend.
- Choose from Library: Choose from your phone's photo library.
- Take a Photo: Snap a picture as you're submitting the expense.
4. Tap Send.
Your manager and/or an administrator will approve the expense, which will initiate a payment to your bank account via ACH transfer.
Submit a Reimbursable Expense in the Android App
You can also submit a reimbursable expense using the Android app.
1. Tap the add + button.
2. Tap New Expense.
3. Fill in the total amount of the expense. Tap in the Merchant field to add the location of the expense.
4. Tap Add Detail to capture additional information about your expense, including category and any custom expense fields your company tracks.
5. Tap the camera icon to add a receipt to your expense. You will be given three options:
- Receipts: Choose a receipt that you have already uploaded to Emburse Spend.
- Choose from Library: Choose from your phone's photo library.
- Take a Photo: Snap a picture as you're submitting the expense.
6. Tap Send.
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.
Via the Mobile App
1. Submit the expense with one receipt first. If your company requires a receipt upon submission, please submit with the first receipt and then follow the steps below.
2. Navigate to the Transactions or Reimbursements screen and select the submitted expense.
3. Scroll to the bottom of the expense item and tap Add Receipt.
4. Choose a saved receipt from the Receipt Gallery or upload a receipt from your computer or device.