Float Reimbursements streamlines the approval & payment processes. This guide teaches you how to schedule, unschedule, and batch schedule Reimbursement payouts from Float.
Some Important Notes on Reimbursement Payments:
- Reimbursement payments come from your Float Cash balance only
- Float supports direct payouts in CAD & USD. Reports in currencies other than CAD & USD must be marked as paid and paid outside of Float
- Only Professional & Enterprise plan customers can payout US-based employees in USD. For more information on USD payouts, please view this article
- Charge customers must pay out employees from the Float Cash balance, you cannot make Reimbursement payments from your Charge balance
Scheduling Payments
After a reimbursement report has been approved and reviewed, it’s ready to be scheduled for payment. Only approved Reimbursement reports can be scheduled for payout.
All reports that are ready for payout will be in the Unpaid tab within Reimbursements in Float.
How to schedule a Reimbursement payment:
- Navigate to Reimbursements > Unpaid
- Schedule a payment date using one of the three methods listed below:
- Open the overflow menu by clicking the 3 dots on the right-hand side of a report > click Schedule a Payment > select a payment date
- Click on a report to open it > click the blue Schedule a Payment button > select a payment date
- Use the checkboxes in the Unpaid reports table to select a report > click Schedule a Payment > select a payment date
- Once a date is selected, the report(s) move to the Payments tab
- After payment is completed, its status updates to Paid, and the report is viewable from the All Reports tab
Some Important Notes on Reimbursement Payments:
- Payments need to be authorized in order for the funds to be released and paid out. Please review this guide on authorizing the release of funds.
- Due to bank processing times, payments scheduled on the same business day may fail. We recommend scheduling a payment at least one business day prior to the payment date.
Unscheduling Payments
You can easily unschedule or cancel a Reimbursement payment if you need to delay or change the payment date.
How to unschedule a Reimbursement payment:
- Navigate to Reimbursements > Payments
- Unschedule a payment using one of the three methods below:
- Open the overflow menu by clicking the 3 dots on the right-hand side of a report > click Unschedule Payment
- Click on a report to open it > click the blue Unschedule Payment button
- Use the checkboxes to select one or more reports > click Unschedule Payment
- The report(s) moves to the Unpaid tab and a new payment date can be selected
Batch Scheduling Payments
You can choose to schedule multiple payments at once in one batch to save you time.
How to batch schedule Reimbursements payments:
- Navigate to Reimbursements > Unpaid
- Use the checkboxes in the Reimbursements table to select the reports you want to schedule payment for
- Click Schedule a Payment in the pop-up at the bottom of the screen
Viewing Scheduled Payments
You can track all of your Reimbursement payments by going to Reimbursements > Payments. This tab provides a comprehensive overview of your Reimbursements, organized by payment date.
In the Payments tab, you can view:
- Report Status: Check if reports have been paid out or are still pending
- Sync Status: Verify if the report has successfully exported to your integrated accounting system
- Vendor Details: See the employee name associated with each payment
- Expense Information: View expense details, including amounts and dates, by opening the reports
Frequently Asked Questions on Reimbursement Payments
1. When can I schedule a Reimbursement for payment?
Only approved Reimbursement reports can be scheduled for payment. When a report is approved, it moves to the "Ready to Review" tab in the Reimbursements page to be reviewed and scheduled for payment.
2. Can I pay out Reimbursements from my connected bank account?
No, you cannot pay reimbursements from your connected bank account. We pull funds from your Float Cash balance only for Reimbursement payments.
3. I'm a Charge customer, can I pay out Reimbursements from my Charge balance?
No, you cannot pay out Reimbursements from your Charge balance. Reimbursement payments only come from your Float Cash balance.
4. Why was a reimbursement not paid after I scheduled the payment?
Even if a payment was scheduled, the funds release needs to be authorized by an Administrator in order for the payment to be completed. If the release of funds wasn't authorized, then the payment cannot be initiated. For more information on authorizing funds release, please review this article.
Additionally, scheduling payments for the same day may result in a failure due to bank processing times. We recommend scheduling a payment with at least one business day as a buffer to avoid failed payments.
5. How long do payments take to reach employees?
Reimbursement payments typically arrive in 1 business day after the payment is released.
6. Why did my reimbursement payment fail and how do I reschedule it for payment?
Reimbursement payments may fail for a number of reasons:
- An incorrect or closed employee bank account
- A disabled reimbursement funding source
- Insufficient funds in the Float Cash balance
Float notifies you of the failed payment by email. For detailed instructions on rescheduling the report for payment, please review this article
7. Are there any fees for Reimbursement payouts?
Yes, you are charged a $1 fee for each EFT or ACH transaction for Reimbursement payouts. For more information on these fees, please review this article.
Please Note: Starting August 1, 2025, Float will cover EFT & ACH fees