🇺🇸 Fix a failed reimbursement transfer (US ACH)
Your ACH reimbursement transfer can fail if your bank blocks the payment or if your bank details in Spendesk are incorrect. This article explains why and how to fix it.
For: Employees receiving expense claim reimbursements, Account Owners, and Controllers on US Spendesk entities using ACH reimbursement.
Table of Contents
Before you start
Symptoms
Causes
Solutions
When to contact support
Related articles
Before you start
ACH reimbursement is available on US Spendesk entities only.
Employees can update their own bank details in Spendesk.
Account Owners and Controllers can view failure reasons and reschedule a failed transfer.
Your company wallet must have enough funds to cover the reimbursement.
Symptoms
The expense claim's transfer status shows "Failed" in Expense Claims > History.
The related expense claim returns to the "Schedule reimbursements" step.
The employee does not receive the reimbursement in their bank account.
Causes
The employee's bank has not authorized (whitelisted) Spendesk's ACH company ID. US banks often block incoming ACH payments from unrecognized originators by default.
The employee's bank details are incorrect in Spendesk. For example, the account number does not match the account holder's name, which triggers a bank rejection code such as "R03 – No Account/Unable to Locate Account."
The company wallet does not have enough funds to process the reimbursement.
Solutions
Navigate to Expense Claims > History.
Click the failed transfer to view the specific rejection reason.
If the reason relates to bank authorization, ask the employee to contact their bank with this instruction: "Please authorize ACH transfers from company ID 945440567_" (note: there is a trailing space at the end of the company ID).
If the reason relates to incorrect bank details, ask the employee to update their bank information in Settings > Organisation > Members, then open the employee's profile.
If the reason relates to insufficient funds, check your wallet balance on the Dashboard page or in Wallet, and add funds if needed.
Navigate to Expense Claims > Schedule reimbursements to reschedule the transfer once the issue is resolved.
💡 Tip: You can track every reimbursement status — Waiting for confirmation, Pending, Processing, Paid, Cancelled, or Failed — from Expense Claims > History.
👥 Roles: Only Account Owners and Controllers can reschedule a failed reimbursement transfer.
🔒 Access: ACH reimbursement is only available for Spendesk US entities.
When to contact support
Contact Spendesk support if:
The failure reason shown in Expense Claims > History is unclear or missing.
The employee's bank confirms the company ID is whitelisted and bank details are correct, but the transfer still fails.
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