Our .CSV file download allows you to create a summary of amounts to be reimbursed per requester, for one or more expense claims at a time, directly from your company's bank account.
Please note: this file is not designed for use on your bank's website.
How to Reimburse Expense Claims with a .CSV File
With the CSV feature, you can streamline the preparation of multiple reimbursements for multiple employees at once. Here’s how to do it:
Go to Expense claims > Schedule Reimbursements.
Select the employees and expenses to be reimbursed.
Click Reimburse by .CSV. If needed, you can adjust the reimbursement date.
Create one transfer order per employee, summarizing the total amount to reimburse, and send it to their bank details using your company’s usual bank account.
If your bank supports SEPA XML, you can skip manual input by selecting .XML instead of .CSV, and directly uploading the .XML file to your bank.
Alternatively, you can reimburse employees directly via transfer from Spendesk.
Important Preparation Steps
Ensure you have the following details:
Employees’ bank details (IBAN/BIC).
What Happens if the Recipient's Bank Account is Closed?
If the recipient’s bank account is closed, the following options may apply:
The bank of the closed account might need to transfer the funds manually (if they don’t do so automatically).
Alternatively, the funds will return to your Spendesk account within 12 days.
Good to Know
Marking an expense as paid in Spendesk automatically moves it to the Payments tab.
The reimbursement will appear on the employee’s bank account as: "Your Spendesk account ID + employee’s first and last name."
You can view all previously reimbursed expenses under Expense Claims > History, including any that initially failed.
FAQ
Q: Can I use the .CSV file directly on my bank’s website?
A: No, the .CSV file is designed for internal use to prepare reimbursements. If your bank supports SEPA XML, you can use the .XML option instead.
Q: What should I do if a reimbursement fails?
A: Failed reimbursements will be visible in Expense Claims > History. You can review the details and take corrective action, such as updating the employee’s bank information or reinitiating the transfer.
Q: Is it mandatory to use the .CSV or .XML file for reimbursements?
A: No, you can also reimburse employees directly through Spendesk if that’s more convenient.