Description: In this topic, the user will learn how to create a new reimbursement entry. Reimbursement allows approved employers and supervisors to submit employee reimbursements, per a client’s authorization.

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

Role Required: Employer

Permission Required: N/A

FI Mode Only

Web Portal

  1. Log in to the DCI web portal

  2. Click Employer on the main menu

  3. Click Clients on 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

    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. Must match attached invoice or receipt.

    7. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign + to add more as needed. The sum of the dates of service must match the amount in the Dollar Amount field (see step 8f).

    8. Notes (optional): Add a description

    9. Invoice Attachments (required): Click the Choose Files button to upload supporting documents (i.e., Completed Goods & Services Request Form or training invoice). Attachment must be in PDF, JPG, or PNG format.

  9. Click Save and 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 an Employer, Super User, or user with Other Payment Admin permission before being processed through payroll or billing.

Mobile App

  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.