- Employee accounts should be added to their own Personal Settings > Reimbursement section and not in the admin's reimbursement section. Visit our Deposit Accounts page for more details.
- 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.
- Learn to change the display name on your bank account by following the instructions at the bottom of this page
- Need help unlocking a withdrawal account? Scroll all the way to the bottom of this page and we'll show you how.
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will allow you to pay back employee expenses from the same bank account from which all other company expenses are withdrawn.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 reduces the time it gets reimbursed from 4-5 business days to just one business day for reports $100 or less. Any report $100 or over will be reimbursed in 4-5 business days.
If you've reached a reimbursement limit, then no problem! We will automatically defer to the typical ACH speed (4-5 business days).
Step 1: Click 'Add Withdrawal Account'
Step 2: Choose your bank account provider
- Note: If your bank is not listed, click 'Other.' Enter your account and routing number to continue, then skip to step 5.
Step 3: Enter your bank login credentials
- Note: If your bank requires additional security measures, you will be directed to obtain and enter a security code
Step 4: Choose your account
Step 5: Enter your company information
Step 6: Enter your identification details
Step 7: Answer a few ID verification questions
- Note: This step helps us verify and validate your identity.
Step 8: Complete the ACH Contract
Step 9: Validate your withdrawal account
- If you logged into your bank account to link it then your withdrawal account is automatically validated.
- If you manually entered your account and routing number, then in 1-2 business days, Expensify will administer three test transactions to your withdrawal account. Once these transactions - two deposits and one withdrawal - have posted to your account, go to Personal Settings > Reimbursement and click the “Validate” button next to the pending account. You will be prompted to enter the transaction amounts.
Why ask for requesting user's ID?
There's always someone ruining it for everyone else.
Criminals and terrorists have long used electronic money transmission channels to conceal the source of fraudulently-obtained or stolen funds in order to fund terrorist activities. As a result of this, the OCC and Federal Government requires all entities facilitating the movement of money (that'd be us) to comply with Bank Secrecy Act / Anti-Money Laundering (BSA / AML) laws.
These laws require us to know the identity of the person that is initiating the movement of money (that'd be you), irrespective of whether that money is coming from a company or personal account. Thank you for helping us keep your account safe!
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.
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.
Change or Update Bank Account Name
Has your account name changed, but the account number and routing number are the same? Now you can update your bank account name! Simply click on the current name, or hover over it and click the blue pencil. Change the name as needed and hit Enter to save the change. Thees changes only affect the name displayed within Expensify and not on your bank site.
Locked withdrawal accounts
When you reimburse a report, you authorize Expensify to withdraw the funds from your account. However, if your bank rejects Expensify’s withdrawal request, your withdrawal account will be locked until you resolve the issue.
Unlocking your withdrawal account
Step 1: Determine the reason for the rejected request
Withdrawal requests can be rejected due to insufficient funds, or if the withdrawal account has not been enabled for direct debit.
Step 2: Contact your bank to take the required steps to resolve the issue
Note: If you need to enable direct debits from your withdrawal account, your bank will require Expensify’s CompanyID (1270239450) in order to allow future debits from the account.
Step 3: Submit a request to firstname.lastname@example.org
Once you’ve resolved the issue, please email email@example.com with:
- The subject line as “unlocking withdrawal account”
- The email including the last four digits of the locked account, and the reason for the rejected request (i.e., insufficient funds, account not enabled for direct debits)
Once we receive your email, we will follow up and unlock your account.