Expense Reimbursement Form

overview the expense reimbursement form allows clients to collect reimbursement requests from employees electronically this form is manually initiated from the workflow tab on the enrollment lead card 🚀 how to send the form navigate to the lead card → enrollments → workflows select expense reimbursement form choose the contact card you want to send the form to the payroll invoice contact card is identified by a dollar sign ($) next to the name 📝 prefilled information when the employer receives the form, the top section will include company name (pre filled and not editable) employee name – selected from a dropdown list expense period (required) – selected from a calendar, based on the payroll period for reimbursement manager name (optional) opt out option clients have the ability to opt out of completing the form by clicking the “to cancel request, click here” button once selected, a pop up will appear asking the client to confirm if they wish to waive the form submission if they choose yes , they will be prompted to sign electronically the assigned payroll advisor will be notified to ensure visibility that the client has chosen not to complete the form the payroll department inbox now receives email notifications when documents are received after the client's completion ➕ adding reimbursement entries employers can add multiple reimbursement entries each entry requires the following fields date – when the expense occurred category – chosen from a dropdown list cost – amount requested for reimbursement description – reason or details about the expense if the client selects “mileage reimbursement,” two additional fields will appear per mile dollar amount number of miles 📂 reimbursement categories available categories include health insurance premiums (medical, dental, vision) travel/mileage reimbursement cell phone allowance work equipment/supplies other ✏️ edit or delete reimbursements clients can edit or delete any entry by clicking the actions button next to the item 💵 cash advance (optional) clients must indicate if they have provided cash advance to the employee select yes or no if yes , enter the cash advance amount 💰 totals section this section will automatically calculate the total of all reimbursement entries minus any cash advance provided 🖊️ acknowledgement & signature before submitting, the client must review the acknowledgment statement enter their printed name the submission date will be automatically set to the date of completion 📬 submission & confirmation after the form is submitted a confirmation message will appear a copy is saved to the client file the assigned payroll advisor will be notified 🛠️ troubleshooting tips if the form doesn’t send or open properly confirm the employee record has a valid email address refresh your browser and ensure pop ups are not blocked check if the employee has already submitted a form use chrome or edge for the best experience 🆘 contact support still having trouble? reach out to the help desk with the following employee and client name date and time of the issue screenshot (if possible) brief description of what went wrong