Batch, approve and pay reimbursements

Out-of-pocket expenses are paid back in batches. A batch holds one person's expenses. It goes through approval, then you record how you paid them and send it to accounting.

Managers and Admins create and approve batches. Only an Admin can mark a batch paid.

Create a batch

1. Go to Expenses > Reimbursements. Unbatched (All) shows how many expenses are waiting.
2. Click Create Batch.
3. Choose the person under Select Employee, then tick their expenses under Select Expenses.
4. Optionally give it a Batch Name, like "February reimbursement".
5. Click Create Batch.

The batch starts as a draft. While it's a draft you can remove an expense with Remove from batch; it goes back to waiting for a batch.

Send it for approval

Open the batch and click Submit for Approval. It goes to whoever your approval workflows name for reimbursements. See Set up approvals.

Approve or reject a batch

1. Open the batch from Reimbursements (under Recent Batches) or Batches.
2. Check the expenses and receipts. Approval Progress shows where the batch is in the chain.
3. Click Approve Batch, or Reject and give a reason of at least 10 characters. The employee sees the reason.

You can't approve a batch of your own expenses.

Record the payment

Summit doesn't move money for reimbursements. Pay the person the way you normally do (payroll, check or bank transfer), then record it:

1. Open the approved batch and click Mark as Paid.
2. Choose the Payment Method, and add the Payment Date and a Reference Number, like a check number.
3. Click Mark as Paid.

Send it to accounting

If you use Sage Intacct:

• Send to Sage posts the approved batch to Sage Intacct as a bill to the employee's vendor record. It runs in the background; if it fails, the reason shows on the batch.
• Export to Sage downloads the batch as a CSV file instead and marks it exported.

Use one or the other for a batch, not both, so it doesn't land in Sage twice. Summit won't send a batch that was already exported as a file.

Cancel a batch

Cancel Batch puts its expenses back in the waiting pool. You can't cancel a batch that's been paid, exported, rejected or already cancelled.