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.
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.
Step 1: Go to Team Settings at the bottom of the left sidebar menu of your Team Dashboard.
Step 2: Select Schedules
Step 3: Select the green New Schedule button
Step 4:This will take you to a new screen where you can choose:
- Schedule Frequency
- Schedule Name
- Approval Flow Process
a) After entering your schedule name, choose the Schedule Frequency (1st of each month or 1st &15th).
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.
a) If you chose 1st & 15th or Monthly for 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 3 days following the report period's end.
b) You can also edit the approval process (who reviews and approves reports), by selecting the Edit button next to the Approves Report
c) Update who you want to review, approve, or receive a copy of reports once they have been submitted.
Step 7: After you've customized your report period deadlines, choose whether or not you want email notifications to be sent up to 3 days before the deadline.
Step 8: Press Save
Step 9: You've successfully created a reimbursement schedule! In order for it to be applied to a Program, go to Team Settings and select Program
Step 10: Select the Program to which you want to add a schedule from the Program list. You can then choose the Reimbursement Schedule dropdown and choose your newly created Schedule. Press save and then you're done!
If you need to contact support or have questions, please check out our help center at help.everlance.com or reach out at firstname.lastname@example.org or by phone at (872) 814-6308 (USA) or (877)704-2687 (CAN). Our office hours are 9am-5pm EST Monday - Friday and 9am-1pm EST on weekends.