Reimbursements overview

If you’re an admin, you can add a reimbursement policy that will allow you to review, approve, and reimburse team member expenses directly from your Mercury dashboard. Once enabled, reimbursements will be enabled for all users on your Mercury account.

Admins will be able to submit their own expenses and approve expenses for others; Employees and Custom Users will be able to submit their own expenses.

Reimbursements will be paid directly from your Mercury dashboard to your team members’ linked accounts via ACH. You can read more about this here. 

Enabling reimbursements

1. Navigate to your reimbursements page
2. Click Enable reimbursements
3. Complete the steps in the enablement flow

Managing reimbursement source account

1. Navigate to your Reimbursements page
2. Click Settings in the top right of the page
3. Under “Accounts”, select the checking account you want to send reimbursements from in the accounts dropdown menu
4. Click Done to save your selection 

Managing rules for expense submissions

1. Navigate to your reimbursements page
2. Click Settings in the top right of the page
3. Click Edit to be taken to the Reimbursements tab of your Policies page
4. View the list of active policies
5. Click Edit to manage an existing rule. These rules are guidelines for the expense information that team members must submit
   • Receipt requirements – Request that team members submit receipts above a custom dollar amount. You can choose to warn team members, which still allows them to submit an expense without a receipt attached, or block the submission outright if one isn’t attached.
   • Notes requirement – Same as above, you can either warn team members but still accept submissions without a note or block submission if the note isn’t included.
   • Time restriction – Customize the expense submission timeframe. The IRS recommends expense and mileage submissions within 30 of the transaction occurring and no later than 60 days.
   • Self approvals – Allows team members with approval permissions to review their own reimbursement requests.
6. Click Save to confirm your policy selections

Reimbursement seats

It is free to enable expense reimbursements for your whole company, no matter how many users you have on your Mercury account, and it is free for users to submit expenses. You can reimburse expenses for up to 5 active users per month free of charge.

If you need to reimburse expenses for more than 5 active users in a given month, you will need to upgrade to a paid plan. Our paid plans include other capabilities such as processing more than 5 bills per month, premium invoicing features, and enriched NetSuite accounting automations. Learn more about pricing here.