When a coworker in the company pays a work-related expense out of their own pocket, that is a reimbursement. It could be meals on business trips or furnishings for the office, for example. In those cases the company owes that coworker the money they have paid out - and that is where Corpay One's reimbursement feature comes in.

In Corpay One, coworkers can easily create expense reports and add receipts for their reimbursements and any related documents as they go. This happens in the coworker's own reimbursement area in Corpay One under Tools > Reimbursements in the side menu on the left.

Whenever they want to, the coworker can close and submit an expense report, after which it appears under Bill Pay as an invoice and is approved and paid like any other invoice. This way the coworker is paid in the same way as any other vendor is paid through Corpay One.

If the coworker has added several reimbursements to the report, the final invoice will contain a matching number of lines and amounts (read more about line item coding here). In other words, the amount and category for each reimbursement will appear as individual lines on the same invoice under Bill Pay. Likewise, an invoice journal entry is created in the company's ERP system for each line, plus a single combined payment entry once the expense report has been paid.

💡 Please note!

1. First click Tools > Reimbursements in the menu on the left.

Here you need to create an expense report for your reimbursements. You can either click Create New Expense Report in the upper right corner or select an existing expense report:

2. Now give the expense report a name and then click Create to continue:

3. You are now taken to the expense report automatically (you can also open it from your overview under Tools > Reimbursements). The next thing to do is add receipts for your reimbursements to the report. You do that by clicking Add New Receipt:

4. Now find the receipt for your reimbursement on your computer. Once you have found it and added it to the expense report, it is analyzed by Corpay One like any other document and shown in the overview in the expense report.
Here you can select a category or department for the receipt and add a note, by clicking the submission in the overview:

5. When all reimbursements have been created in the expense report and you want to be paid for them, submit the report so that a single combined invoice is created for it under Bill Pay. You do that by clicking Submit report.

Click Submit to continue.

You can then follow the status of your expense report, both in the report itself and in the overview of your expense reports.

This is also where you can see if the report has been rejected by an approver. If the approver added a comment explaining why it was rejected, you can read the comment in the red field when you open the individual submission.

It will then be visible as an invoice under Bill Pay, where it awaits approval like any other invoice. The invoice due date is automatically set to the date on which the expense report was submitted:

1. Open the side menu and tap Reimbursements:

2. You are now taken to the overview of your reimbursements. The overview will of course be empty if you do not have any expense reports yet. Tap Create New Expense Report to create a new report for your reimbursements, or select an existing open expense report to add your reimbursement to:

3. Give it a name and choose the currency of your reimbursements. The report is closed automatically when you submit it.

Tap Create New Expense Report to continue:

4. You are now taken to the expense report itself, where you can add new reimbursements. This is also where you can see existing reimbursements and the total amount in the report.

Tap the camera icon to add a reimbursement. This opens the camera on your phone so you can quickly take a photo of the receipt for the reimbursement:

​

5. Once you have taken a photo of the receipt, you are asked to select a category* (expense account) for the reimbursement. You can also select a department and enter a note. You are then taken on to the expense report while the receipt is analyzed by Corpay One:

* Administrators in the company can decide whether reimbursements must have a category selected before they can be submitted. You set this under Settings > Advanced > Reimbursements in the Corpay One web app.

6. You can now see the reimbursement in the expense report, and you can add as many reimbursements as you like by tapping the camera icon. When you want to submit the report to be paid, tap Submit report in the upper right corner:

7. Now confirm the submission of the report. At the same time, you are asked to enter the account details that the reimbursement should be paid back to. You are only asked for this the first time you submit a report.

Tap Submit Expense Report to complete the submission:

8. You now see a message confirming that the report has been submitted and that it will be paid to your bank account once it is approved under Bill Pay:

9. It will then be visible as an invoice under Bill Pay, where it awaits approval like any other invoice. The invoice due date is automatically set to the date on which the expense report was submitted: