What is a coworker reimbursement?
When a coworker in the organization pays a work-related expense out of their own pocket, that is a reimbursement. It could be meals on a business trip or furniture for the office, for example. In these cases, the organization owes the coworker the money they paid out.
And that is where Corpay One's coworker reimbursement feature helps đ
How do coworker reimbursements work in Corpay One?
In Corpay One, coworkers can easily create expense reports and add receipts for their reimbursements and the 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.
The first time the coworker opens this page, they are asked to enter the bank account details that reimbursement payments should be sent to. These can always be found under My Profile > Reimbursement Account.
Whenever they are ready, the coworker can close and submit an expense report, after which it appears under Bill Pay like any other invoice, where it has to be approved in line with the organization's workflow before it is paid. This way, the coworker is paid in the same way as other vendors are paid through Corpay One.
If the coworker has added several reimbursements to the report, the final invoice contains a matching number of lines and amounts (read more about line item coding here). This means that the amount and the category for each reimbursement appear as individual lines on the invoice. In the same way, an invoice journal entry is created for each line in the organization's accounting or ERP system, along with one combined payment entry once the expense report has been paid.
The invoice for an expense report is generated automatically by Corpay One, with a due date matching the date the coworker submits the report.
You can read more about how you and your coworkers can create expense reports and add reimbursements in this article.
How do I approve an expense report?
When a coworker has submitted an expense report, a matching invoice is created under Bill Pay. That invoice waits for approval like any other invoice in the organization - depending on which workflows are active. You can read more about how to approve invoices in Corpay One in this article.