Accessing the Reimbursements Page
To reach the Reimbursements page:
Click on Payroll in the left sidebar navigation
Select Reimbursements from the submenu
You'll see the Reimbursement requests page with all pending, approved, denied, and paid reimbursements.
Understanding the Reimbursements List
What's Displayed
The reimbursements list shows comprehensive information about each request:
Driver Information:
Driver name with their avatar/initials
Driver code
Details:
Type of reimbursement (Deposit, Motel, Postal, Lumper, Repairs, etc.)
Date of the request (shown as MM/DD/YYYY)
List can be sorted by this column
Order Reference:
Associated order number (e.g., "Order #853")
Status:
Current approval status displayed as a badge
Options include: Pending, Approved, Denied, Paid
Amount:
Current approved/paid amount (shows $0.00 if not yet approved)
Requested amount shown below (e.g., "Requested: $22.00")
Using the Search Function
Search for Drivers
The search box at the top left allows you to quickly find reimbursements for a specific driver:
Click in the "Search for driver" field
Type the driver's name or ID number
Results filter automatically as you type
Search Tips:
You can search by driver name or driver ID
Search works across all tabs (pending, approved, denied, paid)
Clear the search box to see all reimbursements again
Filtering by Submission Period
Using the Date Filter
The Submission period filter lets you narrow down reimbursements by when they were submitted:
Click the calendar icon next to "Submission period"
Select your date range:
- Choose a start date - Choose an end date
The list automatically updates to show only reimbursements submitted in that timeframe
Use cases:
Review all reimbursements from a specific pay period
Find reimbursements submitted during a particular week or month
Audit historical reimbursement activity
Working with Status Tabs
Understanding Each Tab
The Reimbursements page has four tabs to organize requests by their current stage:
Review pending:
Shows all reimbursement requests awaiting your approval
These require action from you
Default view when you open the page
Approved:
Lists reimbursements you've approved
These are ready for payment processing
Shows the approved amounts
Denied:
Contains reimbursements you've declined
Historical record of rejected requests
Shows denial reasons if provided
Paid:
Displays reimbursements that have been paid out
Final status for completed reimbursements
Shows actual paid amounts
Adding New Reimbursements
If you need to create a reimbursement on behalf of a driver:
Click the + Add reimbursement button (top right corner)
Fill in the required information:
- Select the driver - Choose reimbursement type - Enter amount - Specify related order - Add any notes
Submit the request
The new request will appear in the Review pending tab or Accepted tab, if you have enabled update reimbursements permission
