Allow out-of-pocket expenses and mileage claims with Reimbursements

With Pleo Reimbursements, you can allow your employees to:

• Submit out-of-pocket expenses and mileage claims
• Request travel allowance or Per Diem (DE & SE only)

If you also enable Direct Reimbursements you will be able to reimburse employees directly to their bank account from the Pleo Account (not available in US).

Enable Reimbursements

Enable Reimbursements

1. Enable Reimbursements

1. Go to Reimbursements
2. Click Get started
3. Follow the on-screen instructions

2. Enable Direct Reimbursements

Enable Direct Reimbursements

1. In the Reimburse from your Pleo Account banner, click Get started
2. Click Switch on
3. Choose how to process reimbursements
   • Automatic- Scheduled daily (every business day), weekly (every Friday) or monthly (first friday or last friday of the month)

     Note: You can switch between Daily / Weekly / Monthly at any time from Settings → Reimbursements.

   • Manual - by Admins or employees

Expense Date Locking

Expense date locking prevents new expenses being dated for closed accounting periods. Expense date locks cover out-of-pocket expenses, mileage and per diem submissions.

To set up expense date locking:

1. Go to Settings.
2. Click Reimbursements.
3. Select Expense Date Locking.
4. Select your preferred locking schedule:
   • Nothing: Past expense dates remain open. Any purchase date is allowed.
   • Calendar months: Each month locks on a specific day of the following month. Once locked, new expenses cannot be dated for that period.  Use this if you close accounting periods monthly. 
   • Custom period:  Set the cycle length and the start date of the first period. Pleo will display upcoming period dates so you can confirm the schedule before saving. Use this for non-standard accounting cycles (e.g., 4-4-5, 13-period, or 14-period calendars).
5. Configure the settings for your chosen option.
6. Click Save changes.

Employee balances

Go to Reimbursements to:

• See the employee balance (expenses submitted vs owed), including all approved expenses
• Download the employee balance and mileage reports: The Employee Balance Statement is now available as a CSV export (previously PDF only), with extra columns for easier reconciliation: Last Name, First Name, Balance Amount, Balance Currency, Approved Amount, Pending Amount, Total Amount, Owed To, and Has Bank Account.