FAQ: What Is the Status of My Expense?

FAQ: What Is the Status of My Expense?

After you submit an expense in Emburse Spend, its status shows where the expense is in approval and reimbursement. Use the steps below to find your expense status, then refer to the status reference table for what each status means.

View Expense Status

After you submit an expense, view its status on the Reimbursements screen or the Transactions screen, depending on whether the expense is reimbursable or charged to a corporate card.

Reimbursable Expenses

  1. In your Personal sidebar, select Reimbursements.

  2. The Pending Review tab opens by default. Your submitted reimbursable expenses display here.

    3. Reimbursements screen with the Pending Review tab selected, showing submitted reimbursable expenses and their status in the list

Corporate Card Expenses

  1. In your Personal sidebar, select Transactions.

  2. Select the Submitted tab. Your submitted corporate card expenses display here.

    3. Transactions screen with Transactions selected in the sidebar and the Submitted tab selected, showing corporate card expenses and their status

The status of the expense displays in the Status column. Select the arrow to sort the expenses by status.

Transactions list on the Submitted tab with the Status column highlighted, showing approval statuses such as Pending manager approval and Pending final approval

Select an expense to see its current status, assigned approver, and approval progress. See What Happens After I Submit an Expense? for more information about the approval process.

Expense Status Reference

The table below describes each expense status you may see in Emburse Spend. Some statuses apply only to reimbursable expenses and do not appear for corporate card transactions.

Status Description
Draft Expense saved but not yet submitted for approval.
Queued Expense queued to auto-submit when the transaction posts.
Ready To Submit Posted card transaction that can be submitted.
Pending Review Expense submitted and awaiting approver action.
Needs Review Expense awaiting review.
Needs Manager Review Expense awaiting manager approval.
Submitted Expense submitted for approval.
Approved Expense approved; reimbursement may not yet be initiated.
Approved and Awaiting Payment Expense approved; ACH reimbursement in process. See FAQ: What does "Approved and Awaiting Payment" mean?.
Approved and Processed Externally Expense approved; reimbursement is handled outside Emburse Spend. This status applies when your organization opts not to process reimbursement through the system, or when the expense was submitted by an employee in International Mode.
Paid Reimbursement sent to the user's bank account.
Denied Expense returned and can be resubmitted.
Denied Permanently Reimbursement rejected and cannot be resubmitted.
Completed Expense fully approved.

Reimbursement Payment Tracking

Expense statuses on the Reimbursements screen show where an expense is in approval and reimbursement. After reimbursement processing begins, payment-in-transit indicators on the Bank Account and Reimbursement History screens show deposit progress.

In Emburse Spend, reimbursement status labels appear on reimbursable expenses and on the Reimbursement History screen while payments move through ACH processing. Use the tables below to understand what each status or indicator means.

The following statuses appear on reimbursable expenses on the Reimbursements screen.

Status Description
Approved and Awaiting Payment Expense approved; ACH reimbursement is in process. If you have a personal bank account connected, payment processing has started or will begin on the next payout run. If you do not have a bank account connected, connect one so payment can begin. See FAQ: What does "Approved and Awaiting Payment" mean?.
Paid Reimbursement sent to the user's bank account.

The following indicators appear on the Bank Account and Reimbursement History screens while a deposit is in transit.

Indicator Description
Money is on its way Reimbursement processing has started and your funds are in transit through ACH. Check the expected payout date on the Reimbursement History screen. This date is an estimate; you may receive your payment earlier depending on your bank.
Credit in progress A credit is listed on the Reimbursement History screen or Bank Account screen but has not yet deposited to your bank account.
Paid (credit complete) The credit has deposited to your bank account. The related reimbursable expense status changes to Paid.
Failed payment The deposit did not complete, often because of an incorrect account or routing number, a closed bank account, or a name mismatch. If Forte sends an email about the failure, reply to that email to keep communication in one thread. Reconnect your bank account if needed, then contact Emburse Spend Support to restart the payment. See Fix a Failed Payment.

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