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🇺🇸 Step 2: who can confirm a transfer from Spendesk?

Expense claims: check who's allowed to reimburse an employee from Spendesk directly.

🇺🇸 Who can confirm an expense reimbursement transfer? (US)

The Account Owner reviews and confirms expense claim reimbursement transfers scheduled by a Controller for US entities. This is the second step in the US reimbursement process, after the Controller schedules the transfer.

For: Account Owners on US Spendesk entities reimbursing employee expense claims.

Table of Contents

  • Before you start

  • Step-by-step instructions

  • Expected result

  • Troubleshooting

  • Related articles

Before you start

  • You must have the Account Owner role. Only the Account Owner can confirm reimbursement transfers for US entities.

  • A Controller must have already scheduled the expense claim reimbursement in Expense Claims > Schedule (see Step 1 in the related articles).

  • Your security phone number must be up to date, since a confirmation code is sent to it.

👥 Roles: Only the Account Owner can approve or decline pending reimbursement transfers on US entities.

Step-by-step instructions

  1. Navigate to Expense claims > Confirm.

  2. Review the reimbursement details for each expense claim waiting for confirmation.

  3. Click Approve to confirm the transfer, or click Decline to reject it.

  4. If you clicked Approve, enter the confirmation code sent to your security phone number.

  5. Confirm the code to finalize the transfer.

💡 Tip: You receive an email notification as soon as an expense claim moves from Schedule to Confirm, so you don't need to check the tab manually every day.

Expected result

  • Once you confirm a transfer, it's executed on its scheduled execution date.

  • If the execution date is today or in the past, our banking partner executes the transfer the next morning.

  • The beneficiary typically receives the funds within 4–6 business days.

Troubleshooting

Symptom: You didn't receive the confirmation code by text message.
​Cause: Your security phone number is outdated or incorrect.
​Resolution:

  1. Go to Avatar > My profile > Security phone number.

  2. Update the number.

  3. Return to Expense claims > Confirm and retry the confirmation.

Symptom: A declined transfer still appears in Spendesk.
​Cause: Declining a transfer sends it back to Expense Claims > Schedule rather than deleting it.
​Resolution: If you don't want to pay the claim at all, send it back to Review to refuse it there. Alternatively, export it via Pay by .csv, remove it from the export before paying, and leave it unpaid. The claim stays visible in Spendesk but is never paid.

Symptom: The transfer isn't executed even though it was confirmed.
​Cause: The execution date hasn't been reached yet, or the banking partner hasn't processed it overnight.
​Resolution: Wait until the next morning after the execution date. If the beneficiary still hasn't received funds after 6 business days, contact Spendesk support.

Related articles

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