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. An active employee service account for the employee/client combination is required in order to create a new reimbursement entry.

Role Required: Client Profile with Employer Reimbursements Enabled

Permission Required: N/A

FI Mode Only

  1. Log in with personal profile

  2. Select Home on the main menu

  3. Select Entries on the submenu

  4. Click Actions

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

  6. Complete the Add New Reimbursement Entry form wizard

    1. Entry Type: Auto-populates to Employer Reimbursement

    2. Client: Auto-populates the client's name

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

    4. Employee Name (required): Type and select the name of the employee being reimbursed

    5. Service Code (required and limited to active service accounts): Select from the drop-down

    6. Dollar amount (required): Total reimbursement amount. 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 6f).

    8. Notes (optional): Add a description

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

  7. 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 before being processed through payroll or billing.