Process of Expense Submission and Reimbursement

What is an expense reimbursement

Expense reimbursement is when your company repays you for work-related costs you’ve covered out of pocket (for example: business travel, office supplies, or Coworking space, etc). Reimbursements are not part of your salary, they are repayments for approved business expenses.

We've added additional FAQs below to help you better understand the process of Expense reimbursement.

How do I submit expenses, and what is the process?

What documentation is required for expense reimbursement?

When will I receive my expense reimbursement, and how is it paid?

Can clients reclaim VAT on expenses?

How do I submit expenses, and what is the process?

• Employees:
  You can submit expenses directly in the Remofirst platform. See our step-by-step guide: How to add expenses.
  Once submitted, your manager will receive a notification to review and approve the expense.

• Clients:
  You can also submit expenses on behalf of your employees. See our step-by-step guide: How to add and approve expenses.

Important: Our monthly payroll cut-off is the 3rd business day of each month.

• Expenses submitted and approved on or before the cut-off will be processed that same month.

• Expenses submitted or approved after the cut-off will roll over into the following month’s payroll.

For example, expenses submitted and approved by November 2nd will be reimbursed in the November payment cycle.

Expenses submitted and approved by November 5th will be reimbursed in the following month’s payment cycle (December)

What documentation is required for expense reimbursement?

To ensure compliance, you must provide:

• The original receipt of the expense, and

• Proof of payment (or an invoice).

Important: If the documentation is incomplete or non-compliant, the expense cannot be reimbursed until the correct documents are provided.

When will I receive my expense reimbursement, and how is it paid?

Reimbursements are typically paid once per month, even if your salary is paid bi-weekly.

• Your reimbursement will appear in the last payroll of the month.

• It will be included in your salary payment, but shown separately as “Expense” on your paystub.

Can clients reclaim VAT on expenses?

This depends on the country’s tax regulations. In some countries, VAT on employee expenses (like travel or meals) may be reclaimable if the invoices are in the company’s name and meet local tax requirements. In other countries, VAT on certain expense categories is non-reclaimable.

If you need to know whether VAT can be reclaimed in a specific country, please contact our support team.

Need further assistance on understanding your expenses?

Please contact our support team.