Expense reimbursement

This functionality is only available if you are an Admin user

Expenses paid on the Yordex card do not need to be reimbursed, but expenses paid in cash or on employee's personal cards do.

Expenses paid on the Yordex card do not need to be reimbursed

Reimbursing cash and personal card expenses

The expense reimbursement process has five steps:

  1. Notify all approvers to approve outstanding expenses
  2. Create a reimbursement report
  3. Reimburse employees
  4. Mark all expenses as paid
  5. Notify users their expenses have been paid

1. Notify Expense Approvers

  • In the Yordex interface, go to ["Expenses"]
  • In the sub-menu, go to ["Expense Reports"]
  • Select the ["All expenses"] report
  • Click ["More ..." > "Notify approvers"]

2. Create a reimbursement report

Once you are ready to reimburse, you will create a separate report in Yordex with all expenses to be reimbursed:

  • In the Yordex interface, go to ["Expenses"]
  • In the sub-menu, go to ["Expense Reports"]
  • Select the ["All expenses"] report
  • Click ["More ..." > "Reimburse now"]

3. Reimburse employees

You can now download all expenses to be reimbursed:

  • In the Yordex interface, go to ["Expenses"]
  • In the sub-menu, go to ["Reimbursements"]
  • Select the reimbursement report you want to download
  • Click ["More ..." > "Export Expenses"]

If you are syncing Yordex with your accounting system, you can also run a reimbursement report from there.

4. Mark all expenses as paid

Once you reimbursed all employees, you can mark all expenses as reimbursed:

  • In the Yordex interface, go to ["Expenses"]
  • In the sub-menu, go to ["Reimbursements"]
  • Select the reimbursement report you want to mark as paid
  • Click ["More ..." > "Mark all as paid"]

5. Notify users their expenses have been paid

Once you reimbursed all employees, you can mark all expenses as reimbursed:

  • In the Yordex interface, go to ["Expenses"]
  • In the sub-menu, go to ["Reimbursements"]
  • Select the reimbursement report you want to mark as paid
  • Click ["More ..." > "Notify users their expenses are paid"]

Users will now be informed their expenses are paid. This will only work once, so if you click this button multiple times, only one email will be sent.