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; and Bookkeepers will have view-only access.

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. Select the account you want to send reimbursements from in the accounts dropdown menu.
4. Save your update when you are done.

Managing rules for expense submissions

1. Navigate to your reimbursements page.
2. Click Settings in the top right of the page.
3. Click Manage policies shown above the list of active policies.
4. On the Settings > Policies page, navigate to the Reimbursements tab.
5. Click Edit to manage an existing rule. These rules are guidelines for the expense information that team members must submit.
   • Receipt submission 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.
   • Business purpose note - 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.
   • Expense submission timeframe can be customized. The IRS recommends expense and mileage submissions within 30 of the transaction incurring and no later than 60 days.

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 (starting at $35/month). 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.