Approve decline or sync a reimbursement

When to use it

Use this guide when you need to approve decline or sync a reimbursement.

Before you start

• Open Reimbursements from the module menu. Your account must have access to this screen and permission for the action you want to complete.

What this changes

The reimbursement decisions and external accounting sync result are recorded.

Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.

Steps

1. Inspect the reimbursement amount, staff member, account, and supporting documents.
2. Use Approve or Decline in the first approval column when available.
3. Complete Final Approval when required and available to your account.
4. Use Sync to QB where offered and check the sync and payment information separately.

Screenshot to add: Reimbursements: approve decline or sync a reimbursement. Capture filename: images/approve-decline-or-sync-a-reimbursement.png.

Restrictions

First and final approval have different access and state requirements. Approval or QuickBooks sync alone is not proof of payment.

If something went wrong

After an unclear first approval, final approval or Sync to QB, reopen the reimbursement and check that stage's saved status before repeating it. Check QuickBooks independently after an uncertain sync.

If the wrong staff member, amount or evidence was approved, give Finance the reimbursement reference, approval stage and payment evidence. Ordinary correction/deletion can be blocked after approval; do not create a second reimbursement to offset the mistake. Follow Reimbursement recovery with the reviewer.

Check the correction

Check both approval stages, sync reference and actual staff payment separately. Approval or sync alone is not proof that money was paid.

Related guides

• Module overview
• Record or edit a reimbursement
• Delete an incorrect reimbursement