Reimburse expenses

Once approved, the expense displays in Expenses for the Finance team to review and process the reimbursement.

Edit expenses

In case employees make mistakes when submitting expenses, approvers can edit expense fields during the review and approval process. Changes made by the approver are recorded in the expense audit log.

To edit expenses:

1. Go to the Expenses tab.

2. Select the expense to be edited.
   The Edit expense panel is displayed at the right side of the screen.
   

3. Review and edit the expense as required.

You can edit the Tax codeA code for the type of tax applied to a bill line (e.g., VAT-UK) and the Tax amount. The Tax rate is automatically calculated based on the tax code for every expense.

Tax codes

You can define tax codes per subsidiary and set tax collection preferences for each expense category, with the option to override the subsidiary's default tax code. When tax codes are activated, Tipalti automatically calculates and displays the tax rate based on the tax code for every expense. Approvers can review and make adjustments before final approval.

Reimburse your employees

To reimburse your employee:

1. Go to the Expenses tab.

2. Click the filter and choose Pending Settlement.

   The screen refreshes to display only groups that have a reimbursable component and are pending settlement.

3. Choose the expense groups you want to settle by checking their checkbox.

4. Click Settle.

   • The expense groups’ statuses change to Processing Settlement and a new payment batch is created with all the selected group expenses.

   • To track the status of the payment batch, go to Payments > Payment History and search for the relevant group name and timestamp.

Retry settlement of an expense group

Payment failures may result from missing bank account details, insufficient funds in the payer's account, etc. If an expense group’s settlement fails, the Finance team should resolve the issue and retry the settlement. To do so, you can access the “Payments” tab on the menu bar and look for the payment.

To retry a settlement:

1. Go to the Expenses tab.

2. Click the filter and choose Settlement Failed.

3. The screen refreshes to display the list of expense groups that have failed settlements.

4. Click one of the groups to view the group details.

5. Click Mark group as pending settlement on the expense group details.



The expense group’s status changes to Pending Settlement, and the group is ready to be added to a payment batch again. See Reimburse your employees for details on how to complete the settlement.