Empowering teams & staying on budget with Levin + Riegner

Extend also offers expense management beyond company card spending. Give your employees and guests of your org one convenient place to easily submit expenses for reimbursement. Your finance team will get a more holistic view of spending while ensuring reimbursable expenses don’t slip through the cracks.

With the reimbursements feature, you can assign someone in the org to oversee and approve all reimbursable expenses. This person is your “approver,” and they are the only one who can approve or reject reimbursements.

How does it work?

Activate expense reports and assign an approver:

• In the Organization Settings on the Business Rules tab, the Owner or Admin should first activate the reimbursements feature. 
• Next, assign a reimbursement approver.

Submit expense reports:

• Users can create a reimbursement report from the Expenses section or the Create New button on the web and mobile apps. They’ll be guided through simple steps to complete the report, attach receipt(s), and submit.
• Users will receive status updates and alerts about their reports. Statuses include: not submitted, submitted, approved, rejected, and paid.

Approve and manage expense reports:

• The approver will receive an alert when an alert when a new reimbursement has been submitted. They can only review and approve it from the web app.
• For seamless reconciliation, the approver, Owner, Admin, or Bookkeeper can view and download all reimbursement reports in the org and upload a .CSV file export directly to your HR software.

At this time, the Extend app does not support payment remittance. This function must happen through your HR or accounting software. 

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Note for organizations with Manager Review enabled:

If your organization uses Manager Review, submitted reimbursement reports will appear in the assigned manager’s Reimbursements to Review, accessible via their Activity Feed. Managers can review or flag these reports, but accounting or finance will still have access regardless of manager review. Finance and accounting also see the Manager Review status (reviewed or flagged), so they know whether a manager has already reviewed the report when adding their own approvals.

FAQs

Who can use the reimbursements feature?
Anyone who belongs to an org or holds the Guest role in an org in Extend can use reimbursements, if the Owner or Admin has activated the feature. Only the designated reimbursement approver can approve and reject expense submissions.

What happens if an org has not yet set an approver?
Users can still submit reimbursement reports. If there is no approver assigned, the Owner and Admins will get in-app alerts about new submissions and be directed to assign an approver to take action.

What happens if reimbursement is rejected?
The approver can leave notes in the report to provide reason for the rejection. At this time, the user will need to submit a new report if they need to make a correction to a rejection.