Description: In this topic, the user will learn how to create a new reimbursement entry. Reimbursement allows super users or supervisors to submit payments to approved employees, per a client’s authorization.

*Please note: An active employee service account for the employee/client combination is required prior to creating a new reimbursement entry, and the associated service code must have reimbursement entries enabled. Approved reimbursement entries can be edited or canceled by a super user or a user with Other Payment Admin permission.

Role Required: Super User, Supervisor

Permission Required: Other Payment Admin

FI Mode Only

Web Portal

Create Reimbursement Entry

  1. Log in to the DCI web portal

  2. Select Home from the main menu

  3. Select Clients from the submenu

  4. Enter the client's name in the filter and click Search

  5. Click anywhere in the client row to open the Client Details page

  6. Click Actions

  7. Select New Reimbursement Entry from the drop-down menu

  8. Complete the form wizard

    1. Entry Type: Auto-populates to Employer Reimbursement

    2. Client: Auto-populates to the selected client Type and select from the drop-down

    3. Account Type (required): Select from the drop-down

    4. Employee Name (required): Type and select from the drop-down

    5. Service Code (required): Select from the drop-down

    6. Dollar Amount (required): Enter the total amount for the reimbursement

    7. Date(s) of Service (required): Enter the date and the amount. Click the blue plus sign + to add additional dates and amounts. The sum of the individual dates of service must match the amount in the Dollar Amount field (total amount).

    8. Notes (optional): Add a description

    9. Invoice Attachments (required) - Click the Choose Files button to attach an invoice in PDF, JPG, or PNG format.

  9. Click Save

  10. Click Yes to confirm

The system will create one parent entry for the original reimbursement request in canceled status, and one child entry for each date of service listed on the parent entry.

These child entries will be in pending status and must be approved by a super user or user with other payment admin permission before being processed through payroll or billing.

Approve/Reject Reimbursement Entry

*Please note: Super Users and users with the Other Payment Admin permission can take this action. Supervisors cannot.

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Other Payments on the submenu

  4. Select Employer Reimbursement from the Select Entry Type filter and click Search

  5. On the entry row, select A to approve or the red R to reject.

    1. Alternatively, click anywhere in the row to open the details page and Approve or Reject via the Actions drop-down menu

    2. Please note: The entry can also be accessed from the entries table on the employee or client details page

  6. Click Yes to confirm

Edit Reimbursement Entry

*Please note: Super Users and users with the Other Payment Admin permission can take this action. Supervisors cannot.

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Other Payments on the submenu

  4. Select Employer Reimbursement from the Select Entry Type field and click Search

  5. Click anywhere in the row to open the details page

  6. Click Actions

  7.  Select Edit Entry from the drop-down menu

    1. Please note: The entry can also be accessed from the entries table on the employee or client details page

  8. Complete needed edits

  9. Click Save

  10. Click Yes to confirm

*Please note:

  • A compensating entry will be created, as well as the new corrected entry. The entry/entries must be approved to cancel out the original.

  • Approved Employer Reimbursement entries can be processed through payroll and billing batches just like punch entries

Mobile App

Create Reimbursement Entry

  1. Log in to the DCI EVV mobile app

  2. Click the menu icon (three horizontal lines) in the upper left corner

  3. Select Clients from the submenu

  4. Select the applicable client

  5. Click Action in the upper right corner

  6. Click New Reimbursement Entry

  7. Complete the form

    1. Account Type (required): Select from the drop-down

    2. Employee Name (required): Type and select from the drop-down. A blue checkmark will appear by the selected name.

    3. Service Code (required): Select from the drop-down

    4. Total Amount (required): Enter the total amount for the reimbursement

    5. Date(s) of Service (required): Click the calendar icon to select the date of service. Click the blue Ok button to continue. Add additional dates as needed by clicking the calendar icon again to repeat the process.

      1. Amount (required): Enter the amount for each date of service

    6. Notes (optional): Add a description

    7. Invoice Attachments (required) - Click Add Attachment to attach an invoice. Allow the DCI EVV mobile app to access the device camera by clicking Ok. Take a picture of the invoice. Click the checkmark to accept the picture.

  8. Click the blue Save button

The message "Reimbursement entry successfully saved" will display briefly.