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What are the Best Tips for Filing a Reimbursement Request?

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  • Written By: Malcolm Tatum
  • Edited By: Bronwyn Harris
  • Last Modified Date: 24 September 2016
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    Conjecture Corporation
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A reimbursement request is usually necessary when an individual pays for some type of expense out of pocket and seeks to recover the amount of that expense from an employer, an insurance provider, or some type of service provider. The exact process of filing a reimbursement request will vary, depending on the policies and procedures of the entity that receives the request. Typically, the process will include the need to provide detailed information about the nature of the expense, proof that the expense actually occurred, and why the reimbursement is due the filer.

One of the more common examples of filing a reimbursement request has to do with submitting a request for reimbursement of business expenses related to carrying out a task assigned by an employer. Employers normally provide a specific form that must be filled out in full in order to receive the reimbursement. The form will likely include fields to include information such as the date the expense occurred, the amount of the expense and what the expense was related to in terms of the task assigned to the employee. As part of the reimbursement documentation, the employee normally provides receipts that support the line items entered on the reimbursement request, making it easy for the employer to verify each one and either approve or deny the request.

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Claiming a reimbursement requires understanding and complying with the policies and procedures of the entity that receives the reimbursement request. This means making sure the request is submitted in a timely manner, and that any documents required for processing are submitted at the same time. Even if the request is submitted online, the recipient may require that the hard copy receipts are scanned into a document and submitted along with the online application.

In addition, taking the time to understand what types of expenses are allowed and which are not will help to expedite the processing and allow the filer to receive the reimbursement faster. For example, if the policies of an employer do allow coverage for the cost of a hotel room but do not allow for in-room entertainment such as renting movies, choosing to not include those expenses on the reimbursement request will decrease the chances of the employer requesting that an amended request be filed, or the employer striking the line item and adjusting the balance due the employee. Most employers provide specific guidelines in a printed or electronic format that can be consulted as the employee is filling out the request form.

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