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Company ManagementApprovals & Requests

Submitting Reimbursement Requests

Complete guide to requesting reimbursement for business expenses paid from personal funds in EasyDo 365

Submitting Reimbursement Requests

Reimbursement requests enable employees to recover personal funds spent on legitimate business expenses. This system ensures employees are promptly reimbursed for out-of-pocket business costs while maintaining proper financial controls and documentation requirements.

Video Tutorial

Prerequisites

  • Active EasyDo 365 account
  • Receipts for expenses paid personally
  • Understanding of company reimbursement policy
  • Knowledge of reimbursable expense types

Submitting a Reimbursement Request

Open the EasyDo Tasks app on your phone. Navigate to the Company tab, then access the Employee Dashboard.

Access Reimburse Request

In the employee dashboard, tap on Reimburse Request button. The reimbursement request screen opens.

Enter Vendor Information

In the Vendor Paid To field, enter the name of the vendor or payee where you made the purchase.

Be specific: include complete business names rather than just generic descriptions.

Enter Total Amount

In the Total Amount field, enter the exact amount you paid from personal funds.

This should match your receipt total precisely, including any taxes or fees.

Select Approval Type

Tap on the Approval No dropdown menu and select the expense category. Common options include:

  • General Expense: Miscellaneous business costs
  • Operational Expense: Regular business operations
  • Travel Expense: Travel-related costs
  • Other categories as defined by your company

Select the category that best matches your expense type.

Attach Receipt

Tap the Add Attachment button to attach your receipt or supporting document.

Best practices:

  • Take clear, well-lit photos of receipts
  • Ensure all text is legible
  • Include all pages for multi-page receipts
  • Capture vendor name, date, amount, and items purchased
  • Use PDF format for formal invoices

Review and Submit

Once all information is entered, tap the Submit button in the top right corner.

Confirm Reporting Manager

A pop-up appears asking: "Request will be sent to your reporting manager [Manager's Name]. Continue or select another reporting manager?"

If correct manager:

  • Tap Yes, Send Now to submit to your designated manager

If different manager needed:

  • Tap No, Select Manager to choose another approver

To cancel:

  • Tap Cancel, Don't Send to abort submission

Final Confirmation

After sending, a confirmation dialogue appears: "Your bill has been submitted for approval."

Tap Okay to acknowledge. Your reimbursement request is now pending manager approval.

Reimbursement Process

After Submission

  1. Manager Notification: Your reporting manager receives the request
  2. Review Period: Manager reviews expense details and documentation
  3. Approval Decision: Manager approves, rejects, or requests more information
  4. Finance Processing: Approved requests forward to finance department
  5. Payment: Reimbursement processed according to company schedule
  6. Confirmation: You receive notification when payment is processed

Typical Processing Timeline

  • Manager approval: 2-5 business days
  • Finance processing: 5-10 business days
  • Payment cycle: Depends on company payment schedule (weekly, bi-weekly, monthly)
  • Total time: Usually 1-3 weeks from submission to payment

Reimbursable Expenses

Commonly Reimbursed

Business Travel:

  • Transportation costs
  • Meals during business travel (within per diem)
  • Accommodation (if paid personally)
  • Parking and tolls

Office and Supplies:

  • Emergency office supplies
  • Business-related materials
  • Equipment or tools for work

Client-Related:

  • Client entertainment (within policy)
  • Business meals with clients
  • Samples or demonstration materials

Professional Development:

  • Training or course fees
  • Professional books and publications
  • Conference or seminar fees

Communication:

  • Business calls on personal phone
  • Internet charges for remote work
  • Shipping or courier services

Generally NOT Reimbursable

  • Personal expenses
  • Commuting to regular workplace
  • Personal meals without business purpose
  • Entertainment without business justification
  • Excessive or luxury items
  • Expenses already covered by company credit card
  • Items outside company policy limits

Documentation Requirements

Receipt Must Include

  • Vendor Information: Business name and location
  • Date: Transaction date
  • Amount: Total amount paid
  • Items: Itemized list of purchases
  • Payment Method: How you paid
  • Tax/GST: Breakdown if applicable

Acceptable Documentation

  • Original itemized receipts
  • Detailed invoices
  • Payment confirmations
  • Hotel folios
  • Restaurant bills
  • Transportation tickets

Unacceptable Documentation

  • Credit card statements alone (need itemized receipt)
  • Handwritten notes (except as last resort)
  • Illegible or damaged receipts
  • Missing vendor information
  • Receipts without dates or amounts

Best Practices

Immediate Actions

  1. Save All Receipts: Keep every receipt, even for small amounts
  2. Photo Immediately: Take receipt photos right away (ink fades!)
  3. Note Purpose: Write business purpose on receipt if not obvious
  4. Organize: Keep receipts organized by date or category

Preparation

  • Know Policy Limits: Understand per diem, mileage, and category limits
  • Pre-Approval: Get approval for large expenses before incurring
  • Business Purpose: Ensure clear business justification
  • Alternatives: Check if company credit card could be used instead

Submission

  • Prompt Submission: Submit within policy timeframe (usually 30-60 days)
  • Complete Information: Provide all required details
  • Accurate Amounts: Double-check calculations
  • Clear Categories: Select appropriate expense type
  • Detailed Notes: Explain business purpose clearly

Common Issues and Solutions

Lost Receipt

If you've lost a receipt:

  1. Check if policy allows lost receipt affidavit
  2. Provide bank/credit card statement showing charge
  3. Explain circumstances in notes
  4. Contact vendor for duplicate receipt
  5. May require manager override approval

Expense Exceeds Policy Limit

If expense is over policy limits:

  1. Get pre-approval from manager if possible
  2. Explain exceptional circumstances
  3. Provide strong business justification
  4. May only receive partial reimbursement up to policy limit
  5. Consider if expense should be split differently

Wrong Category Selected

If you selected wrong approval category:

  1. Contact manager immediately
  2. May need to withdraw and resubmit
  3. Explain correction in follow-up message
  4. Manager may be able to override category

Delayed Reimbursement

If reimbursement is taking too long:

  1. Check approval status in system
  2. Follow up with manager if still pending approval
  3. Contact finance if approved but not processed
  4. Verify bank details are correct
  5. Check payment schedule for your company

Multiple Expense Handling

Batching Expenses

  • Same Trip: Combine all expenses from one business trip
  • Same Category: Group similar expenses together when logical
  • Time Period: Submit weekly or monthly if expenses are frequent
  • Separate High-Value: Submit large expenses individually

Itemizing Multiple Receipts

When submitting multiple receipts:

  1. List each expense separately in notes
  2. Attach all receipts
  3. Provide sub-totals by category
  4. Ensure total matches sum of all receipts

Tips & Tricks

  • Photo Backup: Store receipt photos in cloud storage as backup
  • Expense Tracker: Keep running list of unreimbursed expenses
  • Calendar Reminders: Set reminders for submission deadlines
  • Policy Bookmark: Save company expense policy for quick reference
  • Template Notes: Create template descriptions for common expenses
  • Regular Submission: Submit monthly rather than letting expenses accumulate
  • Company Card: Request company credit card if you frequently incur expenses
  • Mileage Log: Keep detailed mileage log for vehicle reimbursements

Need Help?

  • Finance Team: Policy questions and payment status
  • Manager: Approval process and expense categorization
  • HR: Reimbursement policy clarification
  • IT Support: Technical submission issues

Submitting General Expense Requests

Submit general business expense requests for miscellaneous costs and expenditures in EasyDo 365

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