Table of Contents:

Introduction

Prerequisites

Workflow:

a. Pending approval Expenses

b. Reimbursements payments:

• • • Expenses to pay
    • Scheduled payments
    • Failed payments 
    • Paid payments

Introduction:

Mesh allows customers to record reimbursement requests, manage approvals, and disburse payments. 

1. To fully leverage the Mesh reimbursement solution, both the Reimbursement and Payout modules must be enabled in the Mesh backend. If this feature isn't currently available for your company, please contact our team at support@meshpayments.com to learn more and discuss enabling it.
2. Your Mesh Administrator needs to create a reimbursement policy and toggle on the 'Reimburse with Mesh' option in the 'Reimbursement' section under the 'Company Settings'.
3. Customers can use Mesh to disburse funds directly to an employee's bank account or pay employees in cash, by check, salary, or other relevant means. Users who want to receive reimbursement directly in their bank account need to add their bank details to their Mesh profile.
4. Users need to request reimbursement (e.g., out-of-pocket expenses, mileage, travel-related expenses) and await approval. 
5. Users need to wait for a Mesh Administrator to disburse the funds to their account per their pending requests.

Workflow 

'Expenses' (i.e., approved Expenses as an Admin) are separated from 'Reimbursement payments'. 

a. Pending Approval Expenses

The 'Expenses' page allows approvers to take an actions includes three tabs as follows:

• All - All the entity's expenses are presented and these may include various statuses (e.g., Pending, In Review, Declined, Approved, Paid, Canceled). 
• In Review - to be approved expenses are present under this tab. Super users (e.g., Users with an Admin profile) can click on specific request to take an action (e.g., Cancel, Approve or Decline on Behalf Of or Reassign to other users).
• Incomplete - Expenses uploaded in bulk that are waiting for info such as receipt and Spend Category are presented under this tab. 

Note - Approvers (i.e., any user added to the approval flow) will be presented with 'Expenses' under the 'Pending My Approval' section where they can take an actions (e.g., Approve, Decline or Reassign). 

b. Reimbursements payments

The Reimbursements payments page offers an improved user experience for scheduling out-of-pocket reimbursement payments. 

Super users need to click the Transactions section then Reimbursements payments. 

The Reimbursements payments page is divided into the following tabs: '

📑Expenses to pay

The 'Expenses to pay' tab consolidates approved reimbursements per user. Search for or select an user, and then schedule a payment for specific requests or for all of them. 

Notes:

• You can click 'All Reimbursement Requests' to display all requests, then use the filters (e.g., custom fields) to search for specific requests and schedule payments accordingly. 
• The mentioned features are available if a Mesh Administrator toggled ON the 'Reimburse with Mesh' option under Reimbursement policy settings.
• Users need to add their bank account. When a bank account is added a label 'Mesh Direct' appears to indicate that it is possible to pay them directly to their bank account. At present Mesh can ONLY disburse expense payments to US banks.  

📑Scheduled payments

The 'Scheduled payments' tab presents the queue of scheduled payments.

Notes: 

• Bank Account
  • If users added their personal bank account, the payment column will display the 'Mesh Direct' icon.
  • If users have not added a bank account, the column will remain empty. An Admin can then mark those expenses as paid by clicking on the three dots next to them and choosing 'Mark as Paid'. Those payments will move to the Paid payments tab.
  • If users add a bank account after an Admin schedules their payment, the latter can still choose to pay with Mesh. Admins can click the 3-dots of such a scheduled payment and select to Pay with Mesh. 

• The 'Payment' filter can be used to refine results (e.g., 'Mesh Direct' or 'Indirect,' where 'Indirect' indicates reimbursement from a source other than Mesh).
• To export all scheduled payments in a printable format, click the export icon and select 'Export as HTML'.

• For payments made directly by Mesh to a user's bank account (i.e., automatic), all expenses added to a payment by the daily cutoff (1 PM EST) will be processed the next day. Mesh will automatically lock the payment and mark it as paid. Once completed, the transaction will appear on your transactions page. No further action is required for payments made by Mesh.
• For payments made externally to Mesh by the customer's finance team (i.e., manual), we recommend locking the payment or using the 'Lock, Export & Sync' feature to export the total amount to a CSV file. After completing the external payment, return to this page and mark it as 'Paid' to reflect the expense as paid for the employee. Once a payment is locked, no additional expenses can be added. Any new expenses scheduled for payment will trigger a new payment, likely processed in the next period.

• It is possible to sync expenses to the ERP from this tab. Click on one of the expenses and then the 'Sync now' botton.

📑Failed payments 

The 'Failed payments' section displays all unsuccessful attempts to pay an employee using the Mesh reimbursement payment option. Insufficient funds in the company's Mesh account or incorrect bank account details on the employee's end can result in a failed payment.

Note: Resolve any issue before rescheduling the expenses for payment.

📑Paid payments

The 'Paid payments' tab presents all the reimbursements that have been successfully paid. This means that funds moved from the company's Mesh account, via Mesh's bank, to the employee's personal bank account. Each paid reimbursement will appear on the transactions page with the name of the person to whom funds were transferred.

Note: Mesh will post a 'Reverse Payment Transaction' on the Transactions page if a payment fails after being marked as paid.

The 'All expense' tab presents all the expenses, including their status (e.g., declined, approved, pending, paid, etc.). 

Notes:

• The option to disburse funds directly to an employee's bank account is available only for domestic transactions within the United States.
• Each tab includes filters that authorized users can use to locate specific reimbursements. 
• Each tab includes the option to export a report with the presented data. 
• It is possible to sync expenses to the ERP.