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Description: In this topic you , the user will learn how to create reimbursement entries. Reimbursements Reimbursement is a function that allows clients the ability to submit payments to approved employees, per a client’s authorization. This guide will cover how to create reimbursement entries from a client profile.
*Please note: Employer reimbursements have to must be enabled on the client profile and the funding source for the new reimbursement entry option to be visible.
Role Required: Client Profile with Employer Reimbursements Enabled
Permission Required: N/A
FI Mode Only
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Log in with
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personal profile
Select Home on the main menu
Select Entries on
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the submenu
Click Actions
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Select New Reimbursement Entry
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from the drop-down menu
Complete the
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Add New Reimbursement Entry form wizard
For each date selected, enter the amount. Please note that the sum of the individual dates of service must match the total listed on the form wizard.
Entry Type: Auto-populates to Employer Reimbursement
Client: Auto-populates the client's
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Entry Type - auto populates
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name
Account Type (required): Select from the drop-down
Employee Name (required): Type and select the name of the employee being reimbursed
Service Code (required and limited to active service accounts): Select from the drop-down
Dollar amount (required)
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: Enter the total amount for the reimbursement
Date(s) of
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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).
Notes (optional)
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: Add a description
Invoice Attachments (required)
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- Click the Choose Files button to attach an invoice
Click Save
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and Yes
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to confirm
The system will create one parent entry for the original Reimbursement Request in cancelled 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 or supervisor before being processed through payroll or billing.
The system will automatically create a service account for the employee/client/service code if one does not already exist. This allows employers/clients to create an entry when they need to, even if an admin user has not had a chance to create the service account yet.
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