How Reimbursements works

Learn how to enable, track, and reimburse out-of-pocket expenses.

Angela avatar
Written by Angela
Updated over a week ago

If anyone pays for a work cost up front, they can easily request and track reimbursements with Pleo Reimbursements. This article explains all the steps from a Pleo admin/bookkeeper point of view.


How to enable Reimbursements

Admins and Bookkeepers will be able to enable Reimbursements.

Enabling Reimbursements will allow users to submit out-of-pocket expenses, as well as mileage, Per Diem (Germany & Sweden) and ATM withdrawals.

  1. In the Pleo web app, click "Reimbursements".

  2. Click "Get started".

  3. Follow the on-screen steps to complete the set up.

Good to know:

  • If you want to export your out-of-pocket expenses, you must have an accounting system integrated .

  • Please keep in mind that it's not possible to deactivate Reimbursements in the web app once it's been enabled. If you need help with that, please contact our support team.

After you have enabled Reimbursements, you can also enable Reimbursements from your Pleo wallet (not available in US).

Enabling Reimbursements from your Pleo wallet will allow admins to reimburse employees to their bank account from the Pleo wallet.

  1. After enabling Reimbursements, the Reimburse from your Pleo wallet banner will appear

  2. Click "Get started"

  3. Read the instructions and click "Switch on"

  4. Choose who will be allowed to reimburse: Employees & Admins or Admins only.

Good to know: You can always change your choice for who is allowed to reimburse in the Reimbursement Settings.


How to submit a out-of-pocket expense

Whether you're an employee or an admin who's spent their own money on something work-related, here's how to submit an out-of-pocket expense and get reimbursed.


Who can see out-of-pocket expenses

  • Admins can see all out-of-pocket expenses.

  • External bookkeepers (limited and extended) can see out-of-pocket expenses. They can also settle employee balances if that permission has not been disabled.

  • Employees can only see their own out-of-pocket expenses. Unless they're a reviewer.


How to track and review out-of-pocket expenses

Out-of-pocket expenses appear in three places: the Expenses page, the Reimbursements page and the Export page.

  • The Expenses page is where you can make any changes (e.g, change the category) to an out-of-pocket expense, just as you would for a regular card expense.

  • The Reimbursements page is where you get an overview of the settled versus outstanding expenses for each employee. Every employee has an employee balance based on the accumulation of expenses submitted or owed ("owed" if they withdraw cash). Expenses still awaiting review will not be added to the balance owed until it has been approved.

    Good to know: You can also download the employe balance statement from the Reimbursements page.

  • The Export page is where you can see a complete overview of expenses that are unexported, in the export queue and exported. This page is also only accessible to admins and bookkeepers. On the export page admins are able to see much more contextual information around out-of-pocket-related expenses (e.g, direct & manual reimbursements).


How to reimburse an out-of-pocket expense

Settle the balance manually

If you've decided to settle a employee balance outside of Pleo (e.g., along with an employee's salary), here's what to do:

  1. In the Pleo web app, go to the Reimbursements page.

  2. Click on the employee whose balance needs to be settled.

  3. Click on "Settle Balance" and choose a payment method:

  4. This will be recorded in the "Export" page as a line item to ensure that out-of-pocket expenses are balanced out in your accounting system.

If an employee has either withdrawn cash or marked an expense as personal, your manual reimbursement options change. Specifically, an admin or bookkeeper will need to settle the an employee's entire out-of-pocket expense (instead of select out-of-pocket expenses)

Once an employee's previous out-of-pocket expenses have been exported and reconciled in your accounting system, their balance will be re-set in Pleo, and it will be possible to manually select specific expenses for reimbursement again.


How to export out-of-pocket expenses

Depending on your chosen accounting system, out-of-pocket expenses and reimbursements can be exported directly along with Pleo card expenses. Learn how exporting works.

Reimbursements will show up in your "Export" page as "reimbursements":

Once exported, this line will reflect a movement of funds from your Pleo Wallet account to your Pleo Reimbursements account in your accounting system.


FAQs

If an employee owes the company money (e.g., they paid with their Pleo card and then marked the expense as personal), how is this resolved?

It's not currently possible to, for example, take money from the employee's personal card. As an admin or bookkeeper managing out-of-pocket expenses, in this scenario you can choose to:

  1. Wait until the employee submits an out-of-pocket expense that negates the money they owe to the company, or

  2. Settle the balance outside of Pleo (e.g., deducting what's owed from a pay slip).

Are there any fees involved with reimbursements?

There is a transaction fee of 0.9% of the amount with a max of 1 GBP per reimbursement (i.e., whichever is lower will be the fee). Any reimbursement fees will appear on your subscription bill from Pleo, like in this example:


Why can't I see the Reimbursements page?

Find out if your pricing plan gives you access to Reimbursements:


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