How to Successfully Get Reimbursed

Quick answer

• Understand your reimbursement policy thoroughly before incurring any expenses.
• Keep meticulous records of all original receipts and supporting documentation.
• Submit your reimbursement request promptly and accurately, following all required procedures.
• Track your submission status and follow up politely if there are delays.
• Be prepared to provide additional information if requested by the reimbursement processor.
• Know your rights and the typical processing times for your organization.

Who this is for

• Employees who incur work-related expenses and need to be paid back.
• Individuals who have paid for services or goods that are covered by an insurance policy or warranty.
• Anyone who has advanced personal funds for a business or organization and expects repayment.

What to check first (before you act)

Your Reimbursement Policy and Terms

Before you spend any money that you expect to be reimbursed for, it’s crucial to understand the rules. This means locating and reading your organization’s or provider’s reimbursement policy. Look for details on what expenses are eligible, any spending limits, required documentation, and the submission process. If you’re unsure, ask your HR department, manager, or the relevant customer service line for clarification.

Your Current Cash Flow

While waiting for reimbursement, you need to ensure you can cover the initial expense. Assess your current bank balance and upcoming bills. If the reimbursement amount is significant or will take a while to process, consider if you have enough liquid funds to bridge the gap without financial strain. This prevents you from facing a cash crunch while waiting for your money.

Emergency Fund or Safety Buffer

A well-funded emergency fund is your best friend when dealing with reimbursements. It allows you to make necessary purchases or cover unexpected expenses without depleting your regular operating cash. If a reimbursement is delayed or partially denied, your emergency fund can prevent you from having to go into debt or miss other critical payments.

Debt and Interest Rates

If you need to use a credit card or take out a short-term loan to cover an expense while waiting for reimbursement, be acutely aware of the interest rates. High-interest debt can quickly negate the value of your reimbursement. Prioritize using funds you already have or consider a low-interest option if absolutely necessary.

Credit Impact

While not directly related to most standard employment reimbursements, if you’re relying on credit to cover expenses, understand how it might impact your credit score. Maxing out credit cards or carrying large balances can affect your credit utilization ratio, which is a factor in credit scoring. For insurance or warranty claims, timely payments and proper documentation usually don’t impact credit.

Step-by-step (how to get reimbursed)

1. Identify Eligible Expenses:

• What to do: Review your company policy, insurance plan, or warranty terms to confirm which expenses qualify for reimbursement.
• What “good” looks like: You have a clear understanding of what you can and cannot claim, with specific examples.
• Common mistake: Assuming an expense is covered without verifying. Avoid this by always cross-referencing with official policy documents or asking for explicit confirmation.

2. Gather All Original Documentation:

• What to do: Collect all original receipts, invoices, contracts, or any other proof of purchase or service.
• What “good” looks like: You have every original document, neatly organized, with no missing pieces.
• Common mistake: Losing receipts or submitting photocopies when originals are required. Keep a dedicated folder or digital scan for all expense-related documents immediately.

3. Understand Submission Requirements:

• What to do: Learn the specific format, platform, and deadline for submitting your reimbursement request (e.g., online portal, email, specific form).
• What “good” looks like: You know exactly where and how to submit, and when the deadline is.
• Common mistake: Submitting through the wrong channel or missing the deadline. Double-check the submission process and mark deadlines on your calendar.

4. Complete the Reimbursement Form Accurately:

• What to do: Fill out the reimbursement form or online submission meticulously, providing all requested details for each expense.
• What “good” looks like: All fields are filled out correctly, clearly, and completely, matching your documentation.
• Common mistake: Incomplete or inaccurate information leading to delays or denials. Take your time and review your entries against your receipts.

5. Attach All Supporting Documents:

• What to do: Upload or attach all collected original receipts and any other required supporting documents to your submission.
• What “good” looks like: Every claimed expense has its corresponding, legible document attached.
• Common mistake: Forgetting to attach a receipt for one or more items. Double-check that all items on your form are accounted for with attachments.

6. Submit Your Request Promptly:

• What to do: Submit your completed request and all attachments as soon as possible after incurring the expense, or before the deadline.
• What “good” looks like: Your request is submitted well before any deadlines, allowing ample processing time.
• Common mistake: Waiting until the last minute, increasing the chance of errors or missing the deadline. Aim to submit within a few days of incurring the expense.

7. Confirm Submission Received:

• What to do: If possible, look for a confirmation email or notification that your submission has been received.
• What “good” looks like: You have proof that your request entered the system.
• Common mistake: Assuming submission means it’s being processed without confirmation. Actively seek confirmation to ensure your request wasn’t lost.

8. Track Your Submission Status:

• What to do: Use any provided tracking system or regularly check the status of your request through the designated channel.
• What “good” looks like: You can see your request moving through the approval process.
• Common mistake: Not knowing the status and therefore not following up appropriately. Be proactive in monitoring its progress.

9. Respond to Inquiries Promptly:

• What to do: If the reimbursement processor has questions or needs more information, respond quickly and provide what’s requested.
• What “good” looks like: You address all follow-up requests within one business day.
• Common mistake: Ignoring or delaying responses to queries, which halts the process. Treat any communication about your reimbursement as high priority.

10. Verify Reimbursement Amount and Timing:

• What to do: Once approved, check that the amount reimbursed matches your claim and that it was deposited or issued within the expected timeframe.
• What “good” looks like: The correct amount arrives in your account as anticipated.
• Common mistake: Not noticing discrepancies in the amount or delay in payment. Review your bank statement or check carefully upon receipt.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Not reading the policy	Incurring ineligible expenses, leading to partial or full denial.	Read and understand the reimbursement policy <em>before</em> spending any money. Ask for clarification on anything unclear.
Losing or not keeping original receipts	Inability to prove expenses, resulting in denial of claims.	Implement a system for immediate receipt capture (digital or physical) and keep them organized until reimbursement is complete.
Submitting incomplete or inaccurate forms	Delays in processing, requests for more information, or outright denial.	Double-check all fields for accuracy and completeness against your supporting documents before submitting.
Missing submission deadlines	Forfeiture of the right to claim reimbursement for those expenses.	Note all deadlines on a calendar and aim to submit well in advance of the due date.
Submitting the wrong type of documentation	Rejection of the claim because proof of expense is insufficient.	Ensure you are submitting the exact type of documentation required (e.g., original receipt, itemized bill).
Not understanding what constitutes “original”	Using photocopies or digital scans when originals are mandated, leading to denial.	Clarify what “original” means in your policy. Often, a clear, unaltered digital scan is acceptable if originals are impractical.
Waiting too long to submit	Forgetting details, misplacing documents, or missing deadlines.	Submit reimbursement requests as soon as possible after incurring the expense to maintain accuracy and timeliness.
Not tracking submission status	Uncertainty about progress, leading to missed follow-up opportunities.	Utilize any tracking system provided or note the submission date and follow up politely after a reasonable processing period.
Not responding to inquiries	Significant delays or complete denial of the reimbursement.	Treat all communications from the reimbursement department as urgent and respond promptly with requested information.
Failing to verify the final reimbursement	Overpayment or underpayment by the payer, leaving you financially short.	Carefully review the reimbursement statement and compare it to your submitted claims and original receipts.

Decision rules (simple if/then)

• If an expense is not explicitly listed as eligible in the policy, then do not incur it without prior written approval, because policies are designed to prevent unexpected liabilities.
• If you lose a receipt, then try to obtain a duplicate from the vendor or an itemized statement, because proof of purchase is usually mandatory for reimbursement.
• If the reimbursement policy has a spending limit per item or category, then stay under that limit, because exceeding it will likely result in denial of the excess amount.
• If you are unsure about the submission deadline, then check the policy or ask your administrator, because missing it means you likely won’t get reimbursed.
• If your reimbursement request is denied, then review the reason for denial and appeal if you believe it was in error, because there is often a process for correcting mistakes.
• If you are asked for additional information, then provide it promptly, because delays in your response will stall the reimbursement process.
• If the reimbursement amount seems incorrect, then compare it against your submitted receipts and policy limits, because errors can occur on either side.
• If you are consistently facing issues with reimbursement, then discuss it with your manager or HR department, because there may be a systemic problem or a need for clearer guidance.
• If you are using a personal credit card for business expenses, then ensure you can cover the balance until reimbursement, because interest charges can negate the reimbursement value.
• If you have multiple expense items, then group them by category on the reimbursement form if allowed, because this can sometimes expedite processing and demonstrates organization.
• If your organization offers direct deposit for reimbursements, then sign up for it, because it is usually faster and more secure than checks.
• If you are submitting a claim for travel expenses, then ensure all boarding passes, hotel folios, and mileage logs are included as required, because these are standard supporting documents.

FAQ

What if I lose my original receipt?

You should try to obtain a duplicate receipt from the vendor or a detailed statement showing the transaction. Some policies may allow for an affidavit of lost receipt under specific circumstances, but it’s best to check your policy first.

How long does reimbursement typically take?

Processing times vary significantly by organization. Some may reimburse within a week, while others can take several weeks or even a month. Your policy or administrator should provide an estimated timeframe.

Can I get reimbursed for meals when traveling for work?

This depends entirely on your company’s travel and expense policy. Some policies cover reasonable meal expenses, while others may provide a per diem allowance or have specific restrictions. Always check the policy.

What if my reimbursement request is denied?

First, understand the specific reason for denial. If you believe the denial was a mistake or you have additional information, you can typically submit an appeal. Follow your organization’s stated appeal process.

Do I need to submit original paper receipts if I have digital copies?

Many organizations now accept clear, legible digital scans or photos of original receipts. However, some may still require originals, especially for large amounts or specific types of expenses. Verify your organization’s preference.

What are common reasons for reimbursement delays?

Common reasons include incomplete or inaccurate forms, missing documentation, exceeding policy limits, needing further approval, or simply high volume of submissions. Responding quickly to any requests for information can help prevent delays.

Can I get reimbursed for expenses incurred by a colleague?

Generally, you can only be reimbursed for expenses you personally incurred and can document. If a colleague paid, they would typically be the one to submit the reimbursement request.

What if my company policy is unclear?

If you find your reimbursement policy ambiguous, it’s best to seek clarification from your manager, HR department, or the finance/accounting team responsible for processing reimbursements. Don’t guess.

What this page does NOT cover (and where to go next)

• Specific legal statutes governing employee expense reimbursement in all US states.
• Detailed tax implications of reimbursements (e.g., accountable plans vs. non-accountable plans).
• Insurance claim processes for medical, auto, or homeowner’s insurance policies.
• Tax deductions for self-employed individuals or small business owners.
• International travel expense policies and currency conversion issues.