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
Log in to the DCI web portal
Click Employer on the main menu
Click Clients on the submenu
Enter the client's name in the filter and click Search
Click anywhere in the client row to open the Client Details page
Click Actions
Select New Reimbursement Entry from the drop-down menu
Complete the form wizard
Entry Type: Auto-populates to Employer Reimbursement
Client: Auto-populates to the selected client
Account Type (required): Select from the drop-down
Employee Name (required): Type and select from the drop-down
Service Code (required): Select from the drop-down
Dollar Amount (required): Enter the total amount for the reimbursement. Must match attached invoice or receipt.
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).
Notes (optional): Add a description
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.
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
Log in to the DCI EVV mobile app
Click the menu icon (three horizontal lines) in the upper left corner
Select Clients from the submenu
Select the applicable client
Click Action in the upper right corner
Click New Reimbursement Entry
Complete the form
Account Type (required): Select from the drop-down
Employee Name (required): Type and select from the drop-down. A blue checkmark will appear by the selected name.
Service Code (required): Select from the drop-down
Total Amount (required): Enter the total amount for the reimbursement
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.
Amount (required): Enter the amount for each date of service
Notes (optional): Add a description
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.
Click the blue Save button
The message "Reimbursement entry successfully saved" will display briefly.
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