How to Create a Reimbursement Schedule (For Account Owners and Super Admins)

Reimbursement schedules set submission, approval, and payment deadlines, and allow automatic reminders for each timeline milestone. They also assign team members responsibilities for each step of the process such as report submission and approval.

To learn how to create a reimbursement schedule, follow the steps below: 

Step 1: From the Team Dashboard go to 'Team Settings'.

Step 2: Select 'Schedules'.

Step 3: Select the green 'New schedule' button in the top right corner of your screen. 

Step 4: This will take you to a new screen where you can enter the Schedule type. 

Step 5: Enter a 'Schedule Name'. 

Step 6:

a) After entering your schedule name, choose the Report Period. The cadence you set up on the Schedule is the Pay Period that will be displayed on the Reimbursements page. The reports submitted during that timeframe will appear in the Pay Period detail for you to approve/reject. 

b) if you choose None for Report Period, drivers can create and submit reports at any time. However, the default for their reports to auto-create in a draft will be the 1st of each month. If you want to change the frequency of reports auto-created, select the Edit button

c) Choose Auto-create Reports frequency between Weekly, Bi-weekly, 1st&15th, or None. This can be helpful if you don't use Everlance to process reimbursement but want to review driver reports on a regular cadence.

Step 7:

a) If you chose 1st & 15th or Monthly for the Report Period, select the timeline for drivers and admins to submit and approve reports.

For example, if you chose Monthly, the end of the pay period will be the last day of every month. You can then proceed to decide if drivers can submit their reports on the last day or up to 8 days following the report period's end. 

b) You can also edit the approval process (who approves, funds and pays reports), by selecting the 'Edit'.

c) Update who you want to review, approve, or receive a copy of reports once they have been submitted. You can add another approver by clicking '+Add Approver' and clicking 'Done'. 

Step 8: After you've customized your report period deadlines, choose whether or not you want email notifications to be sent up to 5 days before the deadline. 

Step 9: Click on 'Save' at the bottom of your screen and you've successfully created a reimbursement schedule!

To apply the Schedule to a Program, navigate to Team Settings and choose 'Program'.

Step 10: Select the Program to which you want to add a schedule from the Program list.

You can then choose the 'Variable Schedule' dropdown and choose your newly created Schedule. Press 'Save' in the top right corner and then you're done!