Approving and Paying a Reimbursement Request

Documentation Index

Fetch the complete documentation index at: https://support.pexcard.com/llms.txt

Use this file to discover all available pages before exploring further.

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Managing the ‘Mileage Reimbursement’ feature

1. Log in to the Dashboard via https://dashboard.pexcard.com
2. Navigate to the ‘Business settings’ from the sidebar menu and click on that.
3. Click on the ‘Profile’ tab at the top of the ‘Business settings’ page.
4. Scroll down to the ‘Settings’ section.
5. Click on the ‘Edit’ button under the ‘Settings’ section.
6. Scroll down to the bottom of the ‘Update Business information’ page.
7. Under the ‘Mileage Reimbursement’ section click on the ‘Enable’ radio button to enable mileage reimbursement requests for your account.
   • Only admins with the ‘Edit Business Profile’ can enable or disable this feature from the dashboard ‘Business Settings’ page.
   • Follow the same steps if you want to disable the ‘Mileage Reimbursement’ request feature.
   • The ‘Mileage reimbursement’ feature is available for business accounts with the ‘Use Reimbursements’ enabled.
8. Check if the standard IRS rate applies to your business account policy.
   • If you want to set up a custom rate, turn off the toggle and enter your own rate.
9. If you want cardholders to always provide odometer readings, check the checkbox below the rate field.
10. Scroll down and click on the ‘Save’ button.

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Setting a maximum reimbursement amount without a receipt

1. Navigate to the ‘Business settings’ from the sidebar menu and click on that.
2. Click on the ‘Profile’ tab at the top of the ‘Business settings’ page.
3. Scroll down to the ‘Settings’ section.
4. Click on the ‘Edit’ button under the ‘Settings’ section.
5. Scroll down to the bottom of the ‘Update Business information’ page.
6. Under the ‘Maximum reimbursement amount without receipt’ section, enter the amount that works for your team’s policy.
   • To require receipts for all reimbursements: Set the threshold to $0.01
   • To keep receipts optional for all reimbursements: Set the threshold to $0.
   • Requests above the threshold (e.g., $75) require receipts.
   • Requests below the threshold (e.g., $75) allow receipts to be optional.

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Approving a Reimbursement Request

1. Log in to the Dashboard via https://dashboard.pexcard.com.
2. Navigate to the ‘Requests’ from the sidebar menu and click on that.
3. Click on the ‘Reimbursements’ sub-menu.
   • Reimbursement requests that are pending your review will be displayed by default on the ‘New requests’ tab. To review all reimbursement requests - click ‘Clear’ under the ‘Filters’ button.
4. On the ‘New Requests’ tab hover on the request that you would like to approve and click on that.
5. Review the request details (add a note if needed by clicking ‘Add’ against the ‘Note’ section).
6. Click the ‘Approve’ or ‘Reject’ button located at the bottom of the modal window.
   • Once you have approved or rejected the reimbursement request, it will be moved from the ‘New Requests’ to the ‘History’ subtab with the appropriate status.
   • On the ‘History’ tab, you will be able to see all reimbursement requests that have been approved or rejected by anyone.
   • To get approved reimbursement requests paid, you will have to create a payment transfer (described below).

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Creating a Payment Transfer

1. Log in to the Dashboard via https://dashboard.pexcard.com.
2. Navigate to the ‘Payments’ from the sidebar menu and click on that.
3. Select requests that you would like to pay by checking them in the bulk column.
4. Scroll down to the bottom of the page and press the “Create payment transfer” button OR go to the ‘Actions’ dropdown menu at the top of the page and click the ‘Create a Payment Transfer’ button.
5. Click on the calendar icon to select the date when the payment process should start.
6. Select the business external bank account you wish to use to perform the payment.
7. Click the ‘Create’ button.
   • If there is no active approval policy with the ‘Payment transfer’ workflow, all payments will be auto-approved immediately.
   • If you would like to configure a new Approval policy to set specific approvers, go through this ‘Multi-Level Approvals’ article to learn how to configure that.

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Viewing the Payment Status

1. Once the Payment transfer is created, it will be moved to the ‘Pending Transfers’ tab with the ‘Awaiting approval’ or ‘Approved ’ status.
   • If there is no approval policy configured, the created payment transfer will be auto-approved based on the ‘Request/delete ACH transfer’ and displayed with the ‘Approved’ status.
2. If according to the Approval policy, payment transfer needs to be approved by specific users, they have to open it and click on the ‘Approve’ button at the bottom of the page.
3. Once the Payment transfer is approved, it will stay under the ‘Pending Payments’ tab with the ‘Approved’ until the Payment is completed.
4. Once the Payment is completed or fails, it will be moved to the ‘History’ tab with the ‘completed’ or ‘failed’ status.

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Notifications

• Once a reimbursement request is submitted, you will receive an email and push notification to review it (if you have permission to approve that request).
• Once a reimbursement request is approved, you will receive an email notification to create a payment transfer (if you have ‘Request/delete ACH transfer’ permission).
• Once a payment transfer is completed, you will receive an email notification.
• Once a payment transfer is rejected, you will receive an email notification.

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FAQ

1. Can approval policies be set for Reimbursements?
   • Yes, you can create approval policies for both workflows: Reimbursement requests and Payment transfers.
2. What permission does an administrator need to approve/reject a reimbursement request?
   • An administrator needs the ‘Approve/reject reimbursement request’ permission.
3. Which account types get the Reimbursement feature?
   • For prepaid expense and credit expense accounts reimbursement feature is available.
4. Can admins submit reimbursement requests?
   • No, only cardholders can submit reimbursements.
5. What permission does an administrator need to create and approve a payment transfer?
   • To create a payment transfer you must have the ‘Request/delete ACH transfer’ permission. If there is no active approval policy for the ‘Payment request’ approval workflow, all payment transfers will be auto-approved after creation.
6. How do I turn this feature off for my account?
   • Please contact admin support to turn this feature off for your account.
7. Which notifications will I receive once a Cardholder has submitted a reimbursement request?
   • Go through the ‘Notification ’ section to learn more about notifications.
8. Can I edit reimbursements submitted by cardholders?
   • Yes, as an admin who has the ‘Approve/reject reimbursement requests’ permission, you can edit tags, receipts, or add notes to the reimbursements before they have been fully approved/rejected.
9. Can I unapprove approved requests?

• • Yes, if there is no payment transfer created for that request. The admins who approved the reimbursement request (or other admins who could approve it according to their approval policy rules) can open the approved request from the Payments page and click on the ‘Mark as Not Reviewed’ button. After they can open and reject the request in the New Requests tab.

1. Can I delete non-approved reimbursement requests?
   • No, you can not. However, you can reject non-approved reimbursements by clicking the ‘Reject’ button in the Reimbursement details modal.
2. Can I delete non-approved payment transfers?
   • No, you can not. But you can reject non-approved payment transfers by clicking the ‘Reject’ button on the Transfer details page.
3. Is there a way to cancel approved payment transfers?
   • Once a payment transfer is approved, it cannot be canceled.
4. Can I edit the mileage reimbursement requests?
   • You can edit only the reimbursement request amount.
5. How can I change the reimbursement rate?
   • Navigate to the ‘Business settings’ from the sidebar menu and edit the ‘Mileage reimbursement’ section on the ‘Profile’ tab.
6. How does the status of a payment transfer change?

• 1. • No, as a reimbursement request can only be made by a cardholder, it is a requirement to be able to use this feature.