If you've paid for a work-related expense with your own money, you can submit a reimbursement request in PaySauce. Your employer will review and approve the request, and the exact amount will be repaid to you in an upcoming pay.
Submitting a reimbursement
To submit a new reimbursement:
Select Reimbursements from the navigation menu
In the Create Reimbursement section, enter the following:
Name: Describe the expense (e.g., "Team lunch" or "Parking fees")
Date: Enter or select a date within an open pay period
This determines which pay period your reimbursement will be processed in
If the expense occurred some time ago, choose a date in the current or upcoming pay period rather than the original expense date
Amount: Enter the exact expense amount as a number
Use decimals for cents. For example, $35.93 should be entered as 35.93
Select Save
Your reimbursement is now submitted with a status of Pending and will appear in your reimbursement list.
⚠️ Providing receipts or invoices
PaySauce doesn't currently support uploading receipts or invoices with your reimbursement submission. You'll need to provide this evidence to your employer separately (e.g., by email or in person).Providing receipts or invoices
Viewing your reimbursements
Quick view
All submitted reimbursements appear on the main Reimbursements page. Each entry shows:
Name: Description of the expense
Date: The date entered for the reimbursement
Amount: The reimbursement amount
Status: The approval status
Note: Use the pagination arrows or numbers at the bottom of the list to view older reimbursements. You can also change how many appear per page using the number dropdown.
Detailed view
Select any reimbursement to view its full details. If the reimbursement status is Pending, you can make changes or delete it. Reimbursements with other statuses cannot be edited.
Making changes to a reimbursement
You can only edit or delete reimbursements with a Pending status.
To make changes:
Select the reimbursement from your list
Update the name, date, or amount as needed
Select Save
To delete a reimbursement, select it and then select Delete.
⚠️ Changes are only saved when you select Save. If you navigate away without saving, your changes will be lost.
Understanding reimbursement statuses
Your reimbursements will show one of the following statuses:
Pending: Submitted and waiting for your employer's approval. You can still make changes.
Approved: Your employer has approved the reimbursement. No changes can be made.
Declined: Your employer has declined the reimbursement. No changes can be made. Contact your employer if you have questions.
Completed: The reimbursement has been processed in a pay run and paid to you. No changes can be made.
Common Questions
I need to change an approved reimbursement
I need to change an approved reimbursement
Once a reimbursement is approved, you can't make changes. Contact your employer to discuss the error. They may be able to adjust it or you may need to submit a new reimbursement request.
My reimbursement was declined
My reimbursement was declined
If your employer declines a reimbursement, contact them to understand why. They may need additional documentation or clarification about the expense.
The date I need to enter is in the past
The date I need to enter is in the past
Choose a date within the current or upcoming pay period rather than the original expense date. This ensures your reimbursement can be processed in the next available pay run.
I can't attach a receipt
I can't attach a receipt
PaySauce doesn't currently support uploading receipts or invoices. Send your receipt to your employer separately, such as by email, and mention the reimbursement name or amount so they can match it to your submission