Direct Deposit Reimbursement
- Deposit accounts can only be a checking account.
- Deposit accounts do not need a validation process, but withdrawal accounts do.
- Employee accounts should be added to their own Personal Settings > Reimbursement section and not in the admin's reimbursement section.
- All accounts are set up in Personal Settings > Reimbursement - no matter if you’re setting up a company withdrawal account or a personal deposit account. Company accounts then need to be connected to the policy in the Policy > Reimbursement section.
- Company administrators won’t be able to reimburse expense reports via ACH unless the employee has added a deposit account, and the company has added and validated a withdrawal account.
Adding a Withdrawal Account
Setting up a withdrawal bank account will allow you to pay back employee expenses from the same bank account from which all other company expenses are withdrawn. Now, we also offer Rapid Reimbursement by default to all customers. Rapid Reimbursement pushes reimbursement times from 4-5 business days to just one business day. The default limits on Rapid Reimbursement are $100 per-deposit account per-day and $10,000 per-withdrawal account per-day.
If you've reached either of these limits, then no problem! We will automatically defer to the typical ACH speed (4-5 business days).
Required Step: Verifying your withdrawal account
For the company withdrawal account, more information is required. Click the 'Add Withdrawal Account' button and then enter the required information.
In 1-2 business days, Expensify will administer three test transactions to your reimbursement account. Once these transactions - two deposits and one withdrawal - have posted to your account, go to Personal Settings > Reimbursement and click “validate” button next to the pending account.
Here you will be prompted to enter the amounts of these test transactions. Click ‘okay’ and your account will be activated.
Who can reimburse employees?
Only the person who has added the withdrawal bank account to their Expensify account will be able to reimburse employees. No other policy admins or users will be able to reimburse employees from that bank account, unless permission has been granted.
To share reimbursement with another person (they must be a policy admin), log in to the Reimbursement section in account settings, then click 'Share' next to the account you want to share, and select the policy admin to share with. We will process this share request and the account will normally be available to reimburse reports within 1-2 business days.
Adding a Direct Deposit Account
Please note: If you don’t see the option to add a direct deposit account in Personal Settings > Reimbursement, then you are not a current member of your company’s expense policy OR you have not successfully upgraded to the Team plan or above.
- For employees, just click 'Add Deposit Account' and enter your routing number and account number.
- The deposit account is ready to receive payments when the green check mark is present in the Deposit column.
Timeframe to Receive a Deposit
For smaller reports, you'll typically receive reimbursement in one business day via Rapid Reimbursement. The default limits for this are $100 per-deposit account per-day and $10,000 per-withdrawal account per-day. If you've reached either of these limits, then no problem! We will automatically defer to the typical ACH speed (4-5 business days).
Cancel Direct Deposit Reimbursement
Reimbursed a report by mistake? No worries! Any policy admin with access to the same withdrawal account can now cancel the reimbursement from within the report, up to the point at which it is withdrawn from the payment account.