> ## Documentation Index
> Fetch the complete documentation index at: https://razorpay-60c89f9a-mintlify-audit-missing-sections-1778528421.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Reimbursements

> Your employees may incur expenses on your organisation's behalf. You can pay reimbursements from the Payroll Dashboard. You can also categorise the expense claims as per standard reimbursement categories.

## Reimbursements

An employee can [apply for reimbursement](/payroll/employees/reimbursements) from their Dashboard whenever they pay for organisational expenses from their own pockets.

Once the admin/manager of the employee approves the reimbursement request, you can reimburse the expense in two ways:

* **With payroll**: Payroll automatically includes all approved reimbursements that are pending for payment whenever payroll is executed.
* **Adhoc-basis**: You can choose to pay approved reimbursements at any time, independent of payroll execution.

To set this up:

1. Log in to your Payroll Dashboard.
2. Navigate to **Settings** → **Reimbursements Setup**.
3. Choose between Payroll and Adhoc modes.

### View Pending Reimbursements

To view any pending flexible benefits reimbursements:

1. Log in to the Payroll Dashboard.
2. Navigate to **Reports** → **Reimbursements**.
3. Go to **Pending Flexible Benefits Requests**.

You can also find pending reimbursements to approve or evaluate in the right pane under **Reimbursements**. Once reimbursement is approved, Payroll automatically updates the tax calculation for future payrolls.

### Pay Reimbursements

To pay the reimbursement:

1. Log in to the Payroll Dashboard.
2. Navigate to **Pay Employees** → **Reimbursements**.
3. Check the **Pending Payments** section.
4. Select the employees that you would like to reimburse by selecting the checkbox and trigger the payout by clicking **PAY NOW**.
5. Enter the OTP you receive at your registered email address/authenticator app and authorise the reimbursement.

### Approve Reimbursements

For administrators and managers to approve instant reimbursement requests:

1. Log in to the [Payroll Dashboard](https://payroll.razorpay.com/dashboard).
2. Navigate to **Reimbursements** or check the dashboard for pending reimbursement notifications.
3. Click on **Pending Approvals** to see all pending reimbursement requests.
4. Review the list of employees with pending reimbursements.
5. Click on a specific request to view details, including:
   * Employee ID and name
   * Reimbursement type
   * Expense date
   * Reason/description
   * Amount requested
   * Attached supporting documents
6. After reviewing the details and supporting documents, click **Approve** to process the instant reimbursement.
7. For instant reimbursement categories, the amount will be immediately processed and transferred to the employee's account, without waiting for the monthly payroll cycle.

### Reject Reimbursement Requests

If a reimbursement request does not meet company policy or lacks proper documentation:

1. Review the reimbursement request details.
2. Click **Reject** instead of **Approve.**
3. The employee will be notified that their reimbursement request was rejected.

### Monitor Reimbursement Status

Both administrators and employees can track reimbursement status:

1. Log in to the [Payroll Dashboard](https://payroll.razorpay.com/dashboard).
2. Navigate to **Reimbursements** → **View Past Requests.**
3. This displays all reimbursement requests with their current status (for example; Pending, Approved, Rejected).
4. Administrators can also access the **Reimbursements Report** for a detailed analysis of all past reimbursements.

### Related Information

* [Salary](/payroll/salary)
* [Instant Reimbursement](/payroll/instant-reimbursement)
* [Reimbursements for Employees](/payroll/employees#reimbursements)