Reimbursements allow you to pay workers for expenses or mileage incurred while working a shift. These can be recorded and added in two ways:
Admins Adding Reimbursements
Admins can add reimbursements with or without a photo through the Time Tracking module. To add a reimbursement:
Ensure the reimbursement option is enabled.
Select the worker from the dropdown menu.
Navigate to the relevant day.
Click the plus icon (similar to adding a time punch).
Click Add Reimbursement.
This process helps streamline the management of reimbursements for your workers.
From here, you can add either an amount or mileage.
To Add an Amount:
Leave the Mileage toggle off.
Enter the amount by clicking on the field to the right of the date and typing the amount.
Optionally, add a comment and upload a receipt picture.
Uploading a receipt can be made a requirement for admins in the settings; see details later in this article.
To Add Mileage:
Toggle on the Mileage option and enter the number of miles.
To finalize the reimbursement, simply click ADD.
Once the reimbursement has been added, it will like this:
Mileage is added in the same way as an amount, with a few adjustments:
To Add Mileage:
Toggle on the Mileage option.
Enter the mileage number by clicking on the field to the right of the date and typing the mileage.
Optionally, add a comment and upload a mileage picture or map.
Finally, click ADD to complete the reimbursement.
The mileage reimbursement will appear like this:
Workers Adding Reimbursements
Depending on your configuration, workers can submit reimbursements using a desktop or mobile browser. Here's how they can do it:
Navigate to the Worker Calendar:
Access the Worker Calendar from the desktop or mobile browser.
Add Reimbursement:
Click on the current day or the previous day by scrolling down.
Click the + icon to the right of where it says Reimbursements.
This allows workers to easily submit their reimbursement requests for approval.
From here, a worker can submit two different types of reimbursements:
Amount
Enter Amount: The worker can enter the reimbursement amount in the Amount section to the right of the date.
Optional Comment: Add a comment if desired.
Upload Receipt: Optionally upload a receipt picture.
Submit: Click ADD to submit the reimbursement.
This process allows workers to provide all necessary information for reimbursement requests efficiently.
When a worker adds a reimbursement, it will appear as shown below as Pending until approved by an admin with time tracking capabilities.
When the reimbursement is Pending, a worker can delete a submitted reimbursement by clicking the trash can on the right side.
When the reimbursement has been approved, it will appear as below.
When a reimbursement has been rejected, it will appear as below.
Mileage
Toggle Mileage On: Activate the Mileage option.
Enter Mileage: Input the mileage number in the Mileage section to the right of the date.
Optional Comment: Add a comment if desired.
Upload Mileage Picture/Map: Optionally upload a mileage picture or map.
Submit: Click ADD to submit the reimbursement.
This allows workers to provide all necessary details for mileage reimbursements efficiently.
Note
Mileage reimbursements will appear as Pending, Approved, Rejected, and can be deleted in the same way as amount reimbursements.
Admins Approving & Rejecting Reimbursements
Once a worker has submitted a reimbursement, an admin with time tracking capabilities can approve or reject these requests.
Viewing Reimbursements:
In the Time Tracking module, select a worker from the dropdown.
A reimbursement symbol will appear next to the worker’s name, indicating they have pending, approved, or rejected reimbursements.
Admins can then review and take action on the reimbursement requests as needed.
Approving & Rejecting Pending reimbursements can simply be done by clicking the blue tick or yellow X and confirming.
Once you approve or reject the reimbursement, the Status will change from Pending to Approved or Rejected (depending on which one you choose).
If you have approved a reimbursement by accident, you can always reject it by clicking the yellow X to the right. Similarly, if you have rejected a reimbursement by accident and need to approve it, you can click the blue tick to the right. Doing either of these actions will change the status to Approved or Rejected, depending on your selection.
Reimbursement Settings
You can adjust whether to use reimbursements and configure their settings by navigating to:
Configuration -> Settings -> Time Tracking -> Reimbursements.
Here, you can enable or customize how reimbursements are used according to your preferences.
Please see Reimbursement Settings for more information.
And this is how you can use Reimbursements through Roosted! 🤓