Reimbursement Schedules (found on the Reimbursements page) allow the Account Owner and Super Admins (or Manager if they belong to the Approval Flow) to view their team's Reports by Pay Period for easy tracking and reimbursement.
If you want to approve or reject a one-off Report, please click here.
To learn how to Approve or Reject reports by Pay Period, follow the step-by-step instructions below:
Step 1: Navigate to the Team Dashboard
Step 2: Click 'Team Dashboard'
Step 3: Click Reimbursements
Step 4: If you need to approve reports for a specific pay period, choose the All Pay Period view.
If you have drivers who are not on a regular Pay Period/submitting schedule choose One-off Reports. Important: If this is your first time using Reimbursement Schedules, please check One-off Reports in addition to the other views to see if there were any reports submitted before Reimbursement Schedules was turned on for your account.
If you are on a FAVR program, you can choose between Variable and Fixed (All Pay Periods includes both).
Step 5a: After you've selected the category you need, you can filter by status: Choose Needs Approval:
5b: A list of Pay Periods will appear. Select the one with the the current Pay Periods and the Needs Approval status.
Step 6a: Once you click on this Pay Period, it will open a new page view of individual reports.
Step 6b: From this individual Pay Period view, you have the option then click on each individual report for a more detailed view of individual trips or expenses. If you have a lot of reports, go to step 6 for the easiest approval option.
Step 7a: Here you have several options to choose from how you review and approve your reports.
For the easiest option to approve, select the Approve Pay Period option in the top right corner and it will approve all the reports.
Don't forget to download the Pay Period and send to your CSM if Everlance is facilitating your reimbursements!
Pro tip: If you want to filter a report by a driver's compliance status, go to Filters and select from the Compliance Status filter
Step7b: You can check the box next to individual reports and select the Approve or Reject button.
If a Report has been Rejected, it will be returned (along with any notes from you) to the team member so they can make any necessary changes and re-submit the report to be approved in the next pay period.
It will be moved to the Rejected view of the page detail of this Pay Period
Step 7c: If you want to review an individual report within the Pay Period, select the report in question, where you can view trip and expense details. If you want to approve or reject individually, you'll select Approve or Reject in the individual trips view.
Pro tip: If you need to make a note on a report (such as ask a question about a trip or expense), type in the comment box on the right-hand side of the report page that says Comments & Activity. The Team Member will then be notified via email as well as a notification within the Everlance app.
Step 8: If you chose step 7b or 7c and rejected/approved reports individually, please remember to still "Approve" the entire Pay Period (this will not change the status of any Rejected reports) and download the Pay Period Detail Summary to send to your Customer Success Manager (if applicable).
Pro tip: From the dashboard, you can currently only review and add a comment to one report at a time. If you want to bulk reject and add comments to multiple reports, check out the How to Bulk Reject Reports article.
Step 9 (optional): For any reports that are submitted late, they will appear in the next pay period. If you want to go ahead and approve, you'll go into the future pay period (with an Open status) and select the report that says LATE.
9b: Mark this individual report as Approved, but this will not be reimbursed until the following pay period because it was submitted after the deadline.
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