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How to submit an out-of-pocket expense and get reimbursed
How to submit an out-of-pocket expense and get reimbursed

Learn 1) how to add an expense in the Pleo mobile or web app and 2) how to get reimbursed to a personal card or bank account.

Angela avatar
Written by Angela
Updated over a week ago

Reimbursements helps you get reimbursed when you've spent your own money on something work-related. This article explains:


Add an out-of-pocket expense in the mobile app

  1. Click the plus button in the top right-hand corner of the mobile app.

  2. Click "out-of-pocket expense".

  3. Take a photo of your receipt or upload one from your phone's folder.

  4. Add a relevant category and/or tag. You can also include a note.

  5. Pleo's built-in OCR (optical character recognition) will suggest the date, amount, and/or merchant name. Click on the suggestions to confirm that they're correct. Manually add any info that's missing.

  6. Click "Done" to save the purchase.


Add an out-of-pocket expense in the web app

  1. Go to the Expenses page in the Pleo web app.

  2. Click "Add expense".

  3. Click the plus button to upload a receipt or drag and drop.

  4. Fill out the amount, merchant, category, and any other info (tag, note, etc.).

  5. Click "Save expense".


Add a personal card or bank account

In the mobile app:

  1. Click the account icon in the bottom right corner.

  2. Click "Reimbursement methods"

  3. Add a personal bank account and/or card for future reimbursements. Please note that Pleo can only reimburse to personal cards and/or bank accounts registered in the EEA. It's important to know that Pleo has a zero tolerance policy for facilitating transfers of any kind to sanctioned banks or individuals.


Get reimbursed

If your out-of-pocket expenses need to be reviewed, then you just need to wait a bit. When you see the "Owed to you" message in the mobile app, that means your out-of-pocket expense has been approved for reimbursement. There are two options for getting reimbursed:

  • Self-reimbursement through the mobile app (not available in US):

    1. Click on "Owed to you".

    2. Click "Get reimbursed".

    3. Follow the on-screen instructions.

  • Admin/bookkeeper-reimbursement through the web app:

    If you've already added your card and/or bank account info, then an admin or might pay you back before you reimburse yourself. If so, you'll be able to see the reimbursement in your expense overview and when you click "Owed to you".


FAQs

  • Is there a reimbursement limit?

There is a 2000 pound/euro limit per self-reimbursement. If the total amount owed to you exceeds that limit, please reach out to your admin to ask them to reimburse you.

  • How long does it take for the reimbursement to arrive?

It usually takes between 1-3 days.

  • What if I don't want my personal card/bank account to be saved in the Pleo app?

Instead of saving this info in the "Reimbursement methods" section, you can add the info when going through the self-reimbursement flow. Please just remember to toggle the save option off:

  • Can I send funds in a different currency than my personal card or bank account?

This depends on your bank. If your account isn't set up to receive foreign currencies, the reimbursement will be rejected. Please don't hesitate to reach out to your bank to ask about this in advance. It's also important to note that:

-- Transfer times for cross-currency transactions usually take a little longer to process than same-currency transactions.

-- Your bank might charge a fee for receiving a foreign currency.

-- They might also apply unfavourable conversion rates, meaning that you get back a little less than what your employer reimbursed you.

  • Why don't I see the plus button in my mobile app?

Your Pleo admin needs to finish setting up Reimbursements.

  • How can I edit an expense?

If you need to edit your out-of-pocket expense, just click on it and save any changes. You can also choose to delete the expense and start from scratch.

  • Which cards are eligible for reimbursements?

We accept Visa and Mastercard but some banks have restrictions when it comes to reimbursements.

  • I don't have the receipt, how can I submit the expense?

Follow the steps above to report the expense, at the point where you are asked to upload a receipt simply close the window. When the expense has been created, you can open it again and click on the button "Missing a receipt?".

  • Why is my personal card being declined?

Hopefully this will not happen, but in the rare case it does, look out for any notifications explaining why. You can also contact our support team.


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