Please follow the steps below to set up the company's reimbursement policy: 

1. Make sure that the Reimbursements module is enabled for your company. If it is not enabled please consult our team at support@meshpayments.com.  

2. Log into the platform as an Admin or as a user with Tech Admin permissions.

3. Navigate to the upper left side, click on your company, and then on the Company Settings link. 

4. Scroll down to the Reimbursements section and click on Manage Reimbursements.

5. Decide how you want to handle reimbursements budget-wise. 

5.1 One-off: This means that a new budget will be created for each request.  

5.2 One-off and under existing budgets: This means that the user will be able to select whether to submit as a one-off or select a pre-approved budget for faster approval. If you selected this option check the relevant boxes. 

6. Configure the 'Additional settings' according to your company's policies. The functionalities of each option is described below.

6.1 'Expenses one-off budget name' - The name of the budget that appears in step 2 of the reimbursement submission dialog. It is configurable and the default is 'Other'. 

6.2 'Expense age (days)' - A threshold for the flagging functionality to kick in. 

6.3 'Flag Expenses submitted under Other budgets as over budget'- a part of the flagging functionality. If a request is submitted under the 'other' option it will be flagged respectively.  

6.4 'Employees can submit non-reimbursable expenses' - The option to let employees submit non-reimbursable expense requests for tracking purposes. 

6.5 'Add Expense currency should be empty' - this option allows the user to select the currency of the submitted reimbursement. When not toggle ON, the home currency (e.g., USD) is auto-selected. 

6.6 'I’d like Mesh to notify manually paid employees' - the option to alert employees about payouts. 

6.7 'Cadence of the notifications to approvers' - set a daily or weekly cadence for alerts the platform sends to reimbursement approvers. 

6.8 'Batch travel expenses' - When the toggle is OFF trip-related expenses are submitted and set to status ‘In Review’. When the toggle is switched ON: Any expense submitted to a trip budget is marked as 'Pending'. When the employee ‘closes a trip’ (i.e., clicks on ‘Submit trip expenses’), all expenses in status 'Pending' are set to status ‘In Review’ and trigger the expense approval workflow.

6.9 'Download CSV on Payment Schedule' - When toggled ON, a CSV file, with all the expenses that were just scheduled, is downloaded as soon as the user clicks the 'Schedule Payment' button on the 'Expenses to Pay' tab. 

6.10 'Include user data on export' - When toggled ON, add the custom field name + values mapped to the user record at the end of each exported file. 

7. Decide how you want to handle mileage reimbursements.

7.1 Toggle on the Enable mileage reimbursements requests if you want to make this option available for the company's employees.

7.2 Click on the Add rate + link, type the Rate Name, enter the rate, enter the currency, and click on the check icon. You can set more than one rate.

Notes: Guidelines for mileage reimbursements are provided by the IRS and can be found here.

8.  Enable 'reimbursement payouts' and instruct users to add personal bank account details. This option will allow your company to disburse approved reimbursements to the employee's bank account.

Note: The reimbursement flow with payouts will appear after you enable this option.  

9. Check the sections for accuracy and click the 'Save and close' button.