Employee Expense Reimbursement
Expense reimbursement is routine but easy to get wrong — missing receipts, out-of-policy claims, and slow payouts frustrate employees and finance alike. This SOP gives a clear, fair path from submission to payment.
The employee submits with receipts, the claim is checked against policy and returned if incomplete, a manager approves, and finance verifies and codes it before reimbursing in the next pay run.
Import this template into Essoflo to encode your expense policy and thresholds, connect your expense and accounting tools, and assign the employee, manager, and finance roles.
- Purpose
- Process employee expense claims accurately, within policy, and on a predictable timeline.
- Scope
- Applies to all employee business expense claims from submission to payment.
- Steps
- 6 steps & decisions
- Roles & tools
- Employee, Manager, Finance ClerkExpense App, Accounting System
Step-by-step walkthrough
The same procedure as the diagram above, in reading order — decisions show where each answer leads.
- 1
Submit expense with receipts
Enter the claim and attach itemised receipts.
Who: Employee·Tools: Expense App
- 2
Receipts complete & within policy?
Check completeness and policy compliance.
True → Manager approves?·False → Return for missing info
Who: Finance Clerk
- 3
Return for missing info
Send the claim back to the employee to fix.
Who: Finance Clerk·Tools: Expense App
- 4
Manager approves?
Does the manager approve the claim?
True → Finance verifies & codes to GL·False → Claim rejected
Who: Manager
- 5
Finance verifies & codes to GL
Verify amounts and code to the general ledger.
Who: Finance Clerk·Tools: Accounting System
- 6
Reimburse in next pay run
Pay the employee in the next scheduled run.
Who: Finance Clerk·Tools: Accounting System
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