Description: In this topic, the user will learn how to create reimbursement entries. Reimbursement allows clients to submit payments to approved employees, per a client’s authorization.
*Please note: Employer reimbursements must be enabled on the client profile and the service code for the reimbursement entry option to be visible.
Role Required: Client Profile with Employer Reimbursements Enabled
Permission Required: N/A
FI Mode Only
Log in with personal profile
Select Home on the main menu
Select Entries on the submenu
Click Actions
Select New Reimbursement Entry from the drop-down menu
Complete the Add New Reimbursement Entry form wizard
Entry Type: Auto-populates to Employer Reimbursement
Client: Auto-populates the client's 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): Enter the total amount for the reimbursement
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).
Notes (optional): Add a description
Invoice Attachments (required) - Click the Choose Files button to attach an invoice
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 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 an opportunity to create the service account.
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