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