Requesting a Personal Reimbursement

Float Reimbursements enable Spenders to request repayment for business-related expenses they have paid out of pocket for. Follow the steps in this guide to learn how to create a Reimbursement Report, add expenses, and submit for approval.

This walkthrough guides you on the steps for submitting a report for personal expenses unrelated to business-related travel. We have a separate Mileage Policy for users to submit reimbursement requests for travel-related expenses.

Please review our Help Centre article below for instructions on submitting a Mileage Reimbursement request:

Requesting a Mileage Reimbursement

Creating and Submitting Personal Reimbursement Reports

Follow these steps to create a personal reimbursement report and submit your expenses for approval:

1. Request a Reimbursement:
   • Click the blue "Request Spend" button in your Overview Page > click "Request Reimbursement" or navigate to "Requests" > click "Reimbursement Request"
2. Name Your Report, Select Team, Approval Policy, and Expense Type:
   • Give your report a name, select your team (Professional/Enterprise only), and choose the appropriate Approval Policy and Out-of-Pocket Submission Policy
3. Select Report Currency (Professional/Entreprise Plan Only):
   • Reports for users who have connected their personal bank account will default to the bank account currency (i.e., CAD bank account = CAD report currency)
   • Users who do not have a personal bank account connected can choose the report currency in which they'd like to be reimbursed. Please note that we only support Direct Payouts in CAD & USD. Reports made in other currencies must be paid outside of Float.
     
     
     
     
      
4. Add Expenses:
   • Click "Create Expense" and manually enter in your expense details
   • Drag and drop receipts, browse for receipts, or create a blank expense and add a receipt later. We use AI-powered OCR to extract key information from your receipts, highlighted by a blue sparkle icon
5. Submit for Approval:
   • Once your expenses are added and adhere to your organization's submission policy, click "Get Approval" to submit your report for approval
   • You can find your submitted requests by going to Requests > My Requests

Some Important Notes on Submitting Reports for Approval:

Sometimes, your report may not be sent for approval if it is missing required details as set by your Reimbursements Submission Policy.

If you click "Get Approval" and there are missing fields, we will highlight the expenses missing information in red. By hovering over the red "I" (information) icon in each expense, you will see exactly which required fields are missing to assist you in editing your report to send it for approval.

Important Information on Direct Payouts

• If you only have one currency option, then multiple currency selection isn't available to you due to your company's current Float Plan. 

• Direct Payouts in USD are not supported for US-based businesses. If you are based in the US and are connected to a US-based business account, reimbursements must be paid outside of Float and these reports are marked as Paid.

Submitting Expenses in Different Currencies

Float supports reimbursement payouts in CAD & USD, but non-CAD currencies can be selected for the report, and expenses will be automatically converted:

1. Add Expenses:
   • Enter the expense date, select the original currency, and input the amount
2. Automatic Currency Conversion:
   • We automatically calculate the report currency equivalent to CAD using the exchange rate from the expense date
3. Adjust the Reimbursement Amount:
   • If additional costs need to be added to the report, you can manually input the reimbursement amount and it will display the adjusted exchange rate

Where does my report go once it's submitted?

Once you have sent your Reimbursement report for approval, it arrives in your Administrator's or manager's (Professional Plan only) Needs Review tab within "Requests" based on the Approval Policy configured by an Administrator of your Float account.

If your report hasn't been approved for some time, it is best practice to reach out to your Float Administrator to remind them to review your report.

Where can I see who is approving my reimbursement report? 

Once you submit a reimbursement report in Float, you can check who is responsible for approving it and view the full approval process.

Steps to view your approver

1. Log in at app.floatfinancial.com.

2. Go to Requests and select your reimbursement.

3. On the right-hand side, click Approval Process.

Here you’ll see the assigned approver and the full approval workflow for your reimbursement report.

Edit or Delete Your Report

• Edit Report Details: If you need to change the team or approval policy, use the “Edit” dropdown and select “Edit report details.”
• Delete Report: If you need to delete your report, select “Delete report” from the same dropdown. Deleted reports cannot be retrieved.

Resubmitting Declined Reports

If your report is declined by an Approver, you will be notified of the decline with comments on the edits that are required to resubmit for approval.

To learn about the steps for resubmission, please read this article.

Frequently Asked Questions

Can I split an expense on a Reimbursement report?

Not at this time. Transaction splits are not currently supported on Reimbursement expenses.

A reimbursement I submitted has been approved - why haven’t I received the payment yet?

After a reimbursement is approved, an Administrator still needs to review and schedule the payment. Once the payment is released, it typically arrives within one business day to your connected bank account. 

Why am I unable to delete a receipt from a Reimbursement report?

Receipts can only be deleted by the receipt owner (i.e., the user who submitted the report) or by the user who is assigned to the current pending step of the approval process (i.e., the Admin/Manager assigned to approve the reimbursement)

Any other users will experience an error trying to delete receipts from reports.