Expense Entry & Reimbursement

Expense reimbursements are processed separately from time entry and follow a different review and approval process. Because of this, reimbursement requests typically take up to three (3) weeks to be reviewed, approved, and paid.

To help ensure your expenses are processed quickly and accurately, we recommend following these best practices:

• Submit reimbursement requests within sixty (60) days of the expense date

• Follow any reimbursement guidelines applicable to your assignment

• Ensure the totals on your expense report match the individual entries submitted in the system

• Attach all required supporting documentation, such as receipts, mileage maps, or other proof of purchase

• Notify your manager once your expense entry has been submitted so it can be reviewed and approved

• Respond promptly if contacted about an issue with your expense entry to help avoid unnecessary delays

Approved expense reimbursements are included with your regular payroll payment. When submitted in accordance with reimbursement guidelines and supported by proper documentation, reimbursements are generally not subject to taxation. If you have questions about how a specific expense is treated, we’re happy to help review it with you.

Need Additional Help?

Some clients require specific expense report formats or additional documentation. Our team can provide copies of the client specific expenditure report template upon request.

We understand that expense reimbursement plays an important role in supporting your work, and our goal is to help you receive reimbursement as efficiently as possible. If you have questions at any point, please contact us and we’ll guide you through the next steps.

Phone: 317-806-6131, option 1

Email: ERTeam@knowledgeservices.com

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