Staff Reimbursements
Let employees submit expenses from anywhere and get reimbursed without chasing approvals.
Let employees submit expenses from anywhere and get reimbursed without chasing approvals.
Overview
A single reimbursement claim, whether for mileage, travel, or supplies, can pass through a supervisor, a department head, and finance before anyone is paid. On paper, receipts go missing, forms sit between approvers, and employees have no way to see where their money is. This workflow keeps each claim and its receipts together from submission to payment.
Why it matters
Faster payment for employees
Claims route to the next approver automatically, so employees are reimbursed sooner.
One status everyone can see
Employees and finance see the same claim status, which cuts down on emails asking where a payment is.
Receipts that stay with the claim
Receipts are attached at submission and stay with the claim through payment and audit.
Key capabilities
Employees photograph or upload receipts as they submit, and the receipts stay attached to the claim.
Name, department, manager, and other details fill in automatically, so employees enter only the claim.
The form shows fields based on the expense category, so employees aren't faced with a page of irrelevant boxes.
Totals are calculated as employees fill out the form, reducing math errors before submission.
Supervisors are alerted when a claim needs them and can approve it without being at their desk.
Questions and answers between employees and reviewers stay with the claim as part of the record.
Reporting and Outcomes
ROI
Related use cases
Employees
Supervisors
Human Resources
Finance
Training Requests
Let employees propose training, get it approved, and get reimbursed through one request.
Employees
Supervisors
Department Head
Telewrok Coordinators
Human Resources
Telework Approvals
Collect telework requests, route them through every approval, and keep a signed, current agreement on file for every employee.
Human Resources
Payroll
Payroll & Onboarding Forms
Get new hires through every form, signature, and department handoff before their first day.
FAQ
What expenses can government employees be reimbursed for?
Common categories include mileage, travel, lodging, meals, conference fees, and supplies purchased for work. What's covered depends on each agency's reimbursement policy.
Why do employee reimbursements take so long?
Paper claims wait between approvers, and incomplete forms go back for corrections. Sonoma County's HR team also received duplicate submissions from employees who couldn't confirm their first claim had arrived. Showing employees their claim status removes much of that rework.
Can employee details fill in automatically on a reimbursement form?
Yes. Sonoma County's form fills in name, department, manager, bargaining unit, and benefit eligibility from the employee's ID, so employees enter only the details of the claim.
Can employees submit mileage reimbursement forms the same way?
Yes. Mileage is one of the expense categories on the same form, so a mileage claim follows the same approval path and the employee can see where it stands.