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Reimbursement Report Workflow

  • Updated

The reimbursement report workflow allows users to easily create and submit reimbursement reports while ensuring accurate approval processes. 

This article will provide you with a high-level overview of the reimbursement report workflow from creation, submission, and approval.

For detailed information and instructions on creating and submitting reimbursement reports, please review the following articles below:

Requesting a Personal Reimbursement

Requesting a Personal Mileage Reimbursement

 

Guide Overview

Creating and Submitting Personal Reimbursement Reports

Creating and Submitting Mileage Reimbursement Reports

Resubmitting Declined Reports

Approving and Declining Reports (Admins/Managers Only)

 

Creating and Submitting Personal Reimbursement Reports

Below is the out-of-pocket reimbursement report workflow, from creating a request and submitting it for approval:

  1. Request a Reimbursement
  2. Name Your Report, Select Expense Type, and Policies
    • Choose "Out-of-Pocket" expense type, and select the approval and submission policy for your report
  3. Select Report Currency (Professional/Enterprise Plan Only)
    • Select the currency you'd like to be reimbursed in
  4. Add Expenses
    • Add receipts and code expenses following your submission policy
  5. Submit for Approval
    • You can find your submitted requests by going to Requests > My Requests

Note on Report Currency Selection

  • Float supports direct payouts in CAD & USD
  • Essentials plan customers can only payout employee expenses in CAD
  • The report currency 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 don't have a personal bank account connected can choose the report currency in which they'd like to be reimbursed. We support direct payouts in CAD and USD; reports submitted in other currencies must be paid outside of Float and marked as Paid

     

Creating and Submitting Personal Reimbursement Reports (mobile app)

Follow these steps to create a personal reimbursement report and submit your expenses for approval on the Float mobile app:

  1. Open the Float mobile app
  2. Tap the "+" button in the bottom menu

  3. Tap "Request a Reimbursement" from the menu

  4. Enter your Report Name, Team, Approval Policy, and Submission Policy, then tap Next
  5. Choose how to add your expense:
    • Snap a receipt to scan and auto-fill details
    • Add an expense to enter information manually
    • Add Mileage to request a mileage reimbursement
  6. Once the expense information has been added and the expense is marked as compliant, tap the Back button on the top left-hand corner
  7. (optional) Repeat Step 5 to add multiple expenses to the Reimbursement report
  8. Once your expenses are added, tap "Submit For Approval" to submit your Reimbursement report for approval

 

Creating and Submitting Mileage Reimbursement Reports

If mileage is enabled, users can add mileage expenses for business-related travel in personal vehicles. Below is the mileage reimbursement workflow from creating a report to submitting it for approval:

  1. Request a Reimbursement
  2. Name Your Report & Select Expense Type and Policies
    • Choose "Mileage" expense type, and select the approval and submission policy for your report
  3. Automatic Reimbursement Calculation
    • Select rates and input distance; we automatically calculate the reimbursement amount
  4. Submit for Approval

Please review our Help Centre article below on configuring mileage rates so users can submit mileage reports:

Configuring Mileage Rates for Reimbursements

 

Resubmitting Declined Reports

If a report is declined, Float makes it easy to address it and make edits to resubmit:

  1. Notification and Status Update:
    • You'll receive a notification when your report is declined. The report's status will update to "Action Required"
  2. Review Approver's Comments:
    • Check the approver's feedback by clicking the "Comments" button to see what edits to make
  3. Resubmit the Report:
    • After making the necessary updates, resubmit the report. Only the approver who declined the report will be notified, and the process will resume from where it left off

 

Approving and Declining Reports (Admins/Managers Only)

Approvers play a key role in the reimbursement workflow:

  1. Approvers are notified when a report is submitted based on the reimbursement approval policy.
  2. Pending reports will appear in the approvers' “Needs Approval” tab. Approvers can approve reports directly or decline them with a comment explaining the decline reason.
  3. If a report is declined and resubmitted, it will return directly to the original approver for further review.
 

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