When to Use This
You paid for a business expense with your own money and need to be paid back
You want to check the status of a reimbursement request you already submitted
You need to attach a receipt or documentation to a reimbursement request
You want to see when an approved reimbursement will be paid
What Qualifies for Reimbursement
Reimbursements are typically used for expenses you paid for yourself that your company has agreed to cover. Common examples include:
Rental cars for travel or training
Gas and mileage for business trips
Hotel stays for company events
Training materials or supplies
Tools or equipment needed for your job
Meals during approved travel
Each company has different policies about what expenses qualify for reimbursement. If you're unsure whether something is covered, check with your manager before submitting a request.
Step-by-Step Walkthrough
Submitting a Reimbursement Request
Log in to Sequifi. You'll land on your dashboard after signing in.
Click on "Requests & Approvals" in the left-hand menu. This is located near the bottom of the menu, just above the Support tab.
Click on the "My Requests" tab. This shows all your submitted requests and lets you create new ones.
Click the "Request" button. This opens the form for submitting a new request.
Select "Reimbursement" from the type dropdown. This tells the system you're requesting to be paid back for an expense.
Search for and select your name. Start typing your name in the employee field and select yourself from the dropdown.
Enter the amount you spent. Type the exact dollar amount you're requesting. This should match your receipt.
Add a clear description of the expense. Explain what you purchased and why. Be specific so your manager can easily approve it. For example:
"Rental car for Phoenix training week, October 14-18"
"Gas receipts for customer visits in September"
"Hotel stay for company conference in Dallas"
Upload your receipt or documentation. Click the upload button and attach a photo or file of your receipt, invoice, or other proof of payment. This is usually required for reimbursement approval.
Click "Submit." Your reimbursement request is now sent for review.
Verify your request appears in the list. You should see it in the My Requests tab with a status of "Pending."
Tracking Your Reimbursement Status
After submitting a reimbursement request, you can check on its progress at any time.
Go to "Requests & Approvals" in the left-hand menu.
Click on the "My Requests" tab. You'll see a list of all your submitted requests.
Find your reimbursement request in the list. You can search or scroll to locate it.
Check the status column. The status tells you where your request is in the process:
Pending – Waiting for manager review
Approved – Your manager approved the reimbursement
Declined – The request was not approved
Scheduled – Payment is scheduled for an upcoming payroll
Paid – The reimbursement has been processed
Click on the request to see more details. You can view the full description, amount, attached documents, and any notes from the reviewer.
Finding Your Reimbursement Payment
Once your reimbursement is approved and paid, it will appear in one of two places depending on how your company processes it:
On Your Regular Pay Stub
Go to "Reports" in the left-hand menu.
Click on "Past Pay Stubs."
Click on the pay period when the reimbursement was paid.
Look for the "Reimbursements" section. Your reimbursement will be listed here with the amount and description.
As a One-Time Payment
Go to "Reports" in the left-hand menu.
Click on "Past Pay Stubs."
Click on the "One-Time Payments" tab.
Find your reimbursement in the list. Click on it to see the full details.
If you're not sure which place to look, check both. Some companies include reimbursements in regular payroll, while others process them separately.
Viewing Reimbursements in Pending Pay
If your reimbursement has been approved but not yet paid, you can see it in your pending pay.
Go to "My Earnings" in the left-hand menu.
Click on "Pending Pay."
Look for the "Reimbursements" section. Approved reimbursements waiting for the next payroll will appear here.
Verify the amount is correct. This confirms your reimbursement is queued for payment.
Tips and Common Mistakes
Always attach your receipt. Most companies require documentation before approving a reimbursement. Without a receipt, your request may be delayed or declined.
Submit requests promptly. Don't wait too long after incurring an expense. Some companies have deadlines for submitting reimbursement requests.
Be specific in your description. Include what the expense was for, when it occurred, and why it was necessary. This helps your manager approve it quickly.
Double-check the amount. Make sure the amount you request matches your receipt exactly. Discrepancies can cause delays.
One expense per request (when possible). If you have multiple receipts, it's often easier to submit separate requests so each can be tracked individually. However, you can combine related expenses (like multiple gas receipts from one trip) into a single request if that makes sense.
Follow up if pending too long. If your request has been pending for more than a few days, check in with your manager to make sure they've seen it.
Check both pay stub locations. Reimbursements can appear on regular pay stubs or as one-time payments. If you don't see yours, check the other location.
Keep copies of your receipts. Even after uploading, keep your original receipts until you've confirmed the reimbursement was paid.
Common Questions
How long does it take to get reimbursed? Once approved, reimbursements are typically paid on the next payroll cycle. If your company processes them as one-time payments, it may happen sooner. Check your pending pay to see when it's scheduled.
What if my reimbursement request is declined? If your request is declined, follow up with your manager to understand why. It might be that the expense isn't covered, documentation was missing, or there was a misunderstanding. You may be able to resubmit with additional information.
Can I request reimbursement for something I paid for months ago? This depends on your company's policy. Some companies have time limits on reimbursement requests. If you're unsure, ask your manager before submitting.
What if I don't have a receipt? Try to provide whatever documentation you can, such as a bank statement showing the charge or an email confirmation. Explain the situation in your description. Your manager may still approve it, but having a receipt makes approval much easier.
What to Do Next
Now that you know how to track reimbursements, explore these related topics:
Submitting Payment Requests & Advances – Learn about other types of requests you can submit
Checking Pending Pay – See all upcoming payments, including reimbursements
Viewing Your Pay Stubs – Find paid reimbursements on your pay history
Understanding Request Types – Get more detail on advances, draws, and disputes
If you have questions about a reimbursement or need help with the process, reach out to your manager or our support team and we'll be happy to help!