🇺🇸 Reimburse employees in foreign currencies
On US-based Spendesk accounts you can only reimburse employees with a US bank account. International transfers must be made from your bank account.
To do this, use the CSV option in Expense Claims > Schedule Reimbursements.
Then, use that CSV to make a manual transfer to your employee.
Example:
if an employee has a US account, use "from Spendesk directly".
if an employee has an international account, use "CSV" and make a manual transfer from the bank.
[![](https://sEinige Leser🇺🇸 Why did the reimbursement transfer fail
You may need to whitelist us on your bank account so that we can trigger ACH on your behalf.
Contact your bank with the instruction to authorize ACH from the following company ID: "945440567_ " (Note: there is a space at the end of the Company ID).Wenig LeserWhat is Per Diem?
Per Diem payments are payments to employees to compensate them for time spent away from their usual place of work. As the name literally means "per day" these payments are calculated on a daily basis.
⚠️ At the moment, per diem allowances are only available in Germany.
German Per Diems (Tagespauschalen)
In Germany, unlike most markets, per diems have their own regulatory framework and a complex set of rules that determine a travelling employee's eligibility for a tax-free payment.Wenig LeserSubmit mileage allowances on mobile
This feature can be used if "Mileage allowances" is activated in your company's settings.
First of all, open the Spendesk mobile application.
Press the +New request button.
Select Submit a Mileage Allowance.
Fill in the details related to your trip (type of vehicle, power, date, address...)
You can select the 'electric car' option on French/URSSAF accounts only. You can also tick "return trip".
Submit your request.
**The mileage allowance will be calculated automaticallyWenig Leser🇺🇸 Step 1: schedule an expense claim reimbursement from Spendesk
Once reviewed by Finance teams in Expense claims > Review, expense claims to reimburse show in Expense claims > Schedule reimbursements.
As a Controller or Account owner, on this tab, select the employees you want to reimburse. Make sure that their bank info is already filled properly in your Settings > Organization > Members page.
The amount of the expense claim, if you click on "Reimburse from Spendesk", will be automatically deducted from your company's bank account (not froWenig LeserStatuses of a request (denied, approved, pending)
You have submitted a request and want to know its status.
For the purpose of this article we will use the example of Expense claims.
For now, you are not notified when a request is paid / is reimbursed, but you can check its reimbursement status.
To stay updated on your claim's status changes, consider enabling email notifications from your Spendesk account settings. Detailed steps for enabling these notifications can be accessed through Spendesk’s help resources.
Additionally, whileWenig LeserDifferent statuses of an expense claim's wire transfer
When you schedule reimbursements directly from Spendesk, you can follow their status from the Expense Claims > History tab.
Waiting for confirmation: the Controller planned the transfer and he is waiting for the Account owner's approval.
Pending: the Account owner has approved the transfer and it will be executed on the execution date.
Processing: our banking partner is executing the transfer.
Paid: your employee has received the reimbursement on his/her bank accountWenig LeserHow we calculate mileage (applied to the FR market) 🇫🇷
Sometimes, the amounts charged for mileage expenses can be quite confusing to understand. With this guide, you'll be able to understand Spendesk's approach to calculating mileage expenses.
Then you can read more about the variations in amounts to be reimbursed between the expense claim submission and its reimbursement! 😊
Calculate car mileage
How we calculate expenses under 5000 km
The URSSAF annual scale is as follows:
[https://www.urssaf.fr/portail/home/taux-et-baremes/indemnites-kilWenig LeserReimburse an expense claim using .csv
Our .CSV file download allows you to create a summary of amounts to be reimbursed per requester, for one or more expense claims at a time, directly from your company's bank account.
Please note: this file is not designed for use on your bank's website.
How to Reimburse Expense Claims with a .CSV File
With the CSV feature, you can streamline the preparation of multiple reimbursements for multiple employees at once. Here’s how to do it:
Go to Expense claims > Schedule Reimbursements.Wenig LeserApprove or reject an expense claim
Who can approve requests?
Approvers don't have their requests self-approved unless their spending policy says so.
The following roles/permissions can approve or reject expense claims requests:
Accounts owners
Team or Cost Center approver
Approve or reject expense claims
Every week, approvers receive a notification about pending expenses waiting to be reviewed. They can also [approve or reject any expense claims from our mobile app!](http://helpcenter.spendesk.comWenig LeserCancel a transfer
If you are an Account owner or a Controller, go to Expense claims > History. Click on the transfer and then cancel. The related expense claims are sent back to Expense claims > Schedule reimbursements where you can reset an execution date for instance.
You can cancel your transfer as long as we (Spendesk) haven't started executing the transfer: it means that as long as the status is either "waiting for confirmation" or "pending", you can cancel it. Otherwise, once the status isWenig Leser🇺🇸 Step 2: who can confirm a transfer from Spendesk?
Once a Controller schedules some reimbursements from Spendesk, the Account owner can see all expense claims waiting for confirmation in Expense claims > Confirm. From that tab, they can see the reimbursement details before they choose to approve or decline the pending transfers.
As soon as an expense claim is validated in Expense Claims > Schedule and goes to Expense claims > Confirm, the account owner is notified by email.
Please note that refusing transfers meanWenig Leser🇺🇸 Step 3: When will the beneficiary receive the transfer?
Once the Account Owner confirms the transfer, the reimbursement ACH transfer generally takes 5-6 days to reach the employee bank account.Wenig LeserReimburse and bookkeep an expense claim
After expense claims are reviewed (Approvers), Finance teams (Controllers) can take over.
Review step
When approvers approve an expense claim request, it appears under the Expense Claims > Review tab. From this tab, Controllers can easily validate or reject claims, and even handle multiple expense claims at once.
Additionally, ensure that bank account details for employees are up-to-date by reviewing the settings under Settings > Organization > Members.
Reimbursement stepWenig LeserReimburse expense claims via XML SEPA
Our XML SEPA payment option allows Spendesk customers to reimburse multiple employees or requests at once. This is available to EEA-based companies.
Reimburse several expenses at once
With the XML SEPA feature, you can easily prepare multiple expense reimbursements for several employees at the same time.
Simply:
Ensure that employees fill in their bank details under Avatar > Profile to use this feature.
Navigate to Expense Claims > Schedule reimbursements.
Choose the empWenig LeserReimburse expense claims in foreign currencies
All expense claims reimbursements are made in your Spendesk wallet currency.
Nevertheless, if an employee submits an expense claim in a foreign currency, Spendesk automatically suggests an "amount to reimburse" in your wallet currency.
The exchange rate of the day is used but you can still edit the amount if you choose a fixed exchange rate for instance in Expense claims > Review (only Controllers and Account Owners can).Wenig LeserFill Out a Mileage Claim
Account owners: using the Mileage allowances feature requires our Expense Claims feature. To activate it, go to Payment methods.
Submit a mileage allowance
What's a mileage allowance?
Mileage allowances allow you to get reimbursed by your employer for business-related trips using your personal car.
If you use your personal vehicle for work, you can claim a mileage allowance. However, you cannot claim a mileage allowance if you use a company car.
What is covered?
Mileage ClaWenig LeserReimburse your expense claims by wire transfer directly with Spendesk
This feature can be activated in Settings > Company Settings > Payment methods.
How to Reimburse Expense Claims
As a Controller or Account owner, navigate to Expense claims > Schedule reimbursements and select the employees you want to reimburse. Then:
Choose an execution date
Pay today: By default, the selected expense claims have an execution date of the current date. Once the Account owner confirms, the transfer is executed by our banking partner.
Reception is 1-Wenig LeserSubmit your Per Diem
This guide is tailored for users with a Requester role or Account owner role.
What is Per Diem?
To submit a per diem request,
click on the "New request" button on the top-right corner of your screen.
Select "Request a reimbursement".
Choose "Per diem" at the bottom of the side panel.
[
As an Account Owner, you must confirm transfers securely on Spendesk.
You can approve transfers from your mobile phone or using a text message.
Step 1: Select employees to reimburse and trigger the wire transfer
Go to the Expense claims > Confirm tab and check what needs to be reimbursed. Select employees to reimburse, and then click on "Validate transfer".
Step 2: Validate the action on mobile
You will see a screen explaining that you need to open your mobile app to validate thWenig LeserActivate secured wire transfer reimbursement
This use-case only applies to Account Owners.
Step 1: Download the mobile app and create a secured access
Head to your App store or Play Store and type "Spendesk". Download the app and log in via email, Google, Microsoft or SAML-SSO.
You can also click on this button:
Download our mobile app
Step 2: Settings tab, to activate the wire transfer feature!
Head to Settings > Company settings and click on the corresponding button to activate thWenig LeserApprove and reimburse Per Diem
Per diem allowances appear to Controllers just like expense claims or mileage claims from a financial control and payment perspective, after their validation by an approver OR the auto-validation of the request (following the user's approval policy).
Expense Claims tab workflow
A Per Diem request is validated by the Controller.
The Per Diem request is paid just like expense claims, by downloading a .csv file or SEPA .xml file, or by a Spendesk reimbursement.
Bookkeeping, trip report dWenig LeserWhy has the reimbursement transfer failed?
If your expense claim or invoice transfer has failed, make sure that:
There's enough money in your wallet to process this transfer. You can check on your Dashboard page or in Settings > My Wallet. If not, you can add funds.
The supplier or employee have correct bank information filled in Spendesk: Settings > Organisation > Members > the member's profile (for expense claims) or Settings > Accounts payable (for suppliWenig LeserWhen will the beneficiary receive the transfer?
Standard transfers
Transfer execution time depends on the time of signature:
SEPA transfers confirmed before 9:00 are executed on the same business day.
SEPA transfers confirmed after 9:00 are executed on the next business day.
Once executed, it can take up to 3 business days before the beneficiary receives the money on their bank statement.
Instant Payments
Instant transfers will be executed within 10 seconds.
If you choose to use your Spendesk Wallet to reimburse yourWenig LeserSubmit and edit an expense claim (desktop version)
Before You Submit an Expense Claim
Activate the Expense Module
This section is for Account Owners.
To allow your employees to submit expense claims, ensure that the Expense module is enabled. Follow these steps:
Go to Settings / Company Rules
Go to Payment Methods.
Toggle on the Expense Claim option.
Please note that expense claims must be submitted by the requester themselves, as it is not currently possible to submit a claim on behalf of another person.
ComWenig Leser