You have submitted a request and want to know its status.
For the purpose of this article we will use the example of Expense claims.
For now, you are not notified when a request is paid / is reimbursed, but you can check its reimbursement status.
To stay updated on your claim's status changes, consider enabling email notifications from your Spendesk account settings. Detailed steps for enabling these notifications can be accessed through Spendesk’s help resources.
Additionally, while Spendesk does not provide notifications for when a request is reimbursed or paid, you can track this information through the relevant tabs (Requests and Payments).
Expense claim visible in "Requests"
Understanding these statuses is critical for effectively managing your claims. You can take specific actions based on each status to expedite processing or address any issues with your expense claims.
If the expense claim appears in Requests, it's either pending, approved or denied.
Consider reaching out to your approver directly to understand potential delays and expedite the approval process.
If it's pending, approval by your manager or team approver is required for the expense to progress to the reimbursement stage.
You may also confirm with your finance team the expected timeline for reimbursement initiation to stay informed.
If it's approved, your account owner or team approver has validated the claim, and it has been forwarded to the finance team for reimbursement processing.
Ensure that any edits address the specific reasons for denial, such as missing details or incorrect information, to avoid repeat rejections.
If it is denied, you can edit your claim or submit a new claim with accurate information, or contact your team for additional clarification on the refusal before resubmitting.
Expense claim visible in "Payments"
If the expense claim appears in All payments, it means that your finance team has marked the expense claim as paid/reimbursed on their side.
If the history of payment mentions "Outside of Spendesk", it means that your company has chosen an XML SEPA reimbursement, or a CSV reimbursement. If they have selected XML SEPA, your finance team should share the XML file with the bank to make sure that you receive your reimbursement. If they have downloaded a CSV, they must make a reimbursement manually from the company's bank account.
If the history of payment mentions "From Spendesk", your company's available funds have been used to refund you, it usually takes less than 3 days for the money to be available on your account.
Reimbursement not received
"My expense claim is visible in Payments but I have not received the funds... What should I do?"
Also, verify that your bank account details are up-to-date to prevent processing issues.
In this case, we advise you to check with your Finance team the status of the Spendesk reimbursement on their side:
If you need to contact Spendesk, ensure you provide specific details, including the date the refund was validated, refund amount, and a screenshot of the refund status in Spendesk.
If it is marked as "reimbursed from Spendesk", and it's been over 6 days contact us.
If it's marked as "reimbursed outside of Spendesk", verify with your Finance team whether the XML SEPA file was shared with the bank or if the manual transfer has been processed. Please ensure also to include the date and refund amount when contacting Spendesk, along with a screenshot of the status in the system.