Submit Reimbursable Expenses

Reimbursable expenses are business expenses that you paid personally and must be repaid by your organization.

Prerequisites

Before you begin:

The maximum reimbursable amount is $25,000. If the reimbursable amount exceeds $25,000, split it into multiple expense submissions. 

You cannot submit a credit amount in Emburse Spend. Contact an administrator to process refunds outside of Spend.

Submit a Reimbursable Expense on the Website

Start from your Dashboard or select Reimbursements in your Personal sidebar.

If the expense was charged to a corporate card connected to your Emburse Spend account, see Submit Corporate Card Transactions. For mobile app instructions, see Submit Expenses in the Emburse Spend Mobile App.

Create a New Expense

  1. Select NEW REIMBURSABLE EXPENSE.

    Policy warning requiring a comment before a reimbursable expense can be submitted.

Complete Expense Details

  1. To attach a receipt, do one of the following:
    • Select UPLOAD A RECEIPT to upload a receipt from your computer.
    • Select BROWSE GALLERY to select a receipt that you previously uploaded.
To attach multiple receipts to a single expense, see Attach Multiple Receipts to a Single Expense.

  1. If you upload a receipt, Emburse Spend automatically begins extracting receipt details.

    Receipt processing window showing receipt extraction in progress.

You can do one of the following:

  • Wait for Autofill: The expense fields populate automatically when extraction completes.
  • Skip Receipt Scan: Select SKIP RECEIPT SCAN to cancel receipt extraction and enter the expense details manually.

If extraction completes successfully, Emburse Spend can populate the following fields:

  • Merchant Name
  • Transaction Date
  • Amount
  1. Verify that the Amount field contains the correct value.
  2. Verify that the Merchant field contains the correct value.

  3. Complete any remaining fields required by your organization's expense policy.

    Merchant and Mileage dropdown for selecting an expense type.
Depending on your expense type, you can also split the expense, add flight details or attendees, or indicate that the expense is billable.

Submit the Expense

  1. Select CREATE.

The Potential Issues to Review window displays if the expense contains a policy warning.

  1. If the Potential Issues to Review window displays, enter a comment if required by your organization's policy.
    Potential Issues to Review window with a required comment field
    • Required comment: Enter a comment before you can submit the expense.
    • Optional comment: Enter a comment or leave the field blank and continue with the submission.
  2. Select SUBMIT.

The expense is submitted for approval.

After the expense is approved, reimbursement is issued to your bank account through an ACH transfer.

Attach Multiple Receipts to a Single Expense

If your receipt has multiple pages or you need more than one image to capture the entire receipt, you can attach multiple receipts to a single expense. You can attach multiple receipts to both reimbursable expenses and corporate card expenses.

Supported receipt image formats:
  • .PNG (maximum file size: 5 MB)
  • .JPG (maximum file size: 5 MB)
  • .PDF (maximum file size: 10 MB)

On the Website

  1. Submit the expense without the receipt first.

    If your company requires a receipt when you submit an expense, submit the expense with the first receipt attached, then follow the remaining steps below.
  2. Find the expense in the Reimbursements or Transactions list and select it.
  3. Select the Plus button.
  4. Do one of the following:
    • To upload a new receipt, upload the receipt from your computer.

    • To attach a saved receipt, select the receipt from your Receipt Gallery.

      Expense details view showing the option to add another receipt
  5. After the first receipt is added, select the Plus button again to attach another receipt.
  6. Repeat Step 5 as needed.

For steps in the mobile app, see Submit Expenses in the Emburse Spend Mobile App.

Was this article helpful?