Process Template: Employee Expense Reimbursement

Posted on Posted in Process Templates

This Template is useful to automate employees’ expense reimbursements. It can be used for all kinds of expenses: transportation, accommodation, travel, supplies, etc.

Advantages of automating this process:
  • Firstly, it eliminates manual processes and time delays in expense processing.
  • Secondly, it improves compliance to corporate reimbursement policies.
  • It also reduces the entire reimbursement cycle time.
  • Finally, no paperwork needed.


The Template’s workflow

Expense reimbursement process

The process form

The Template’s form fields are:

  • Employee Name
  • Department
  • Start Date
  • End Date
  • Description
  • Total reimbursement claimed

Employees just complete the fields and attach receipts/invoices/tickets. When they create a new expense report, the information is stored in one place (named process instance). Employees can also add additional information in the Comments tab of the process instance.

The reviewer of the report can immediately approve it, reject it or request more information. He/she can specify the information missing by adding a comment to the process instance. Then the process instance returns to the Process Initiator (the employee who created the report in the first place). You can repeat the cycle if you need more information.

The system automatically notifies if the application was approved or rejected using Email Tasks.

You can edit the workflow and make sure it enforces reimbursement policies of the organization. For example, if expense reimbursements for more than $200 must go through the approval of a supervisor, the workflow could look like this:

Expense reimbursement process

In this example you can divide the flow if the expenses are greater than $200 using the following setting:

Expense reimbursement process

To learn more about defining the workflow based on field values, see this video.

Finally, remember that this and all of our process templates have System Roles (All Users, Administrator, etc.) as assignees for each task. In addition, this video will quickly show you how to import and customize a process template:


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You can also schedule a work session here to model a real-life process in your organization together

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