Reimbursements

Reimbursement is an extra money kept in the wallet to cover work-related expenses such as transportation, meals, and supplies. Check all you need to know in this article.

 

• Reimbursement requested by staff

You can allow your staff to request reimbursement in their OnSinch account to ease your work. It is mandatory for staff to upload a file (e.g. receipt) as a proof.

Reimbursement can be requested:

• • from the shift detail page,
  • in staff member's wallet.

Staff can check the list of all their reimbursements in all states (rejected, approved, pending) in their wallet. Reimbursement request in waiting for approval status can be canceled from here. 

Reimbursement requests then wait for admin's review in Finances → Reimbursements. Once the reimbursement is approved, staff can request a payout (if allowed).

Check and change your setup of allowing staff to request reimbursement in Settings → Agency settings → User account section.

---

• Reimbursement added by admin

Admins can add a new reimbursement on behalf of staff member. The principle is the same as described above - the admin will select a staff member, insert the amount to be reimbursed, upload a file, and associate the expense with a certain shift. 

Reimbursement can be added:

• • in menu Finances → Reimbursements,
  • in order detail page.

Reimbursements added manually by admins are automatically set as approved.

---

Reimbursement management

Requests from staff are pending admins' review and can be edited in Finances → Reimbursement. In this section, you can completely manage all reimbursements, such as:

• adding reimbursement to a category,
• downloading file attachments,
• editing amount and description,
• adding message for staff member (e.g. reason for rejecting),
• charging reimbursement to customer and edit VAT.
  
  

• Previously rejected/approved reimbursement can be changed via View action.

❕Note: Rejecting previously approved reimbursement will affect staff member's wallet and payout of this reimbursement if already processed.

• You can export a list of reimbursements for the chosen period and also download a zip file with all attachments.

---

Reimbursement categories

Set up categories for reimbursement to help you better sort and filter various types of costs. Add, edit, and delete those in Settings → Finances → Reimbursement categories.

---

Reimbursement in orders

Each reimbursement is connected to specific shifts, all reimbursements are shown in order as a separate line and the costs and prices of them are included in order profit calculation.

Reimbursements that are not charged to customer are set as hidden - you can see them as a cost in order but they will not be included in invoices, billing, and other documents towards your customer. To who is the reimbursement related will not be included in such documents either.

---

Reimbursement payouts

After reimbursements are added and approved they are waiting in the staff wallet to be paid out. The payout process of reimbursements is the same as with wages payout, see our full article about payouts.

---