ANTE User ManualSet Up Reimbursement for Employees
Reimbursement is opt-in: nobody can file a claim until Treasury enables them. This walkthrough creates a spending policy, enables an employee under it, adds a personal override, and then shows exactly what happens when that employee files a claim that goes over the limits.Before you start
You need the Reimbursement Setup manage permission, and the employees must already exist in HRIS.
The example used throughout:
- Policy Field staff: overall monthly cap 10,000.00; Meals 1,000.00 per receipt and 3,000.00 per month.
- Employee Maria, who has already used 2,400.00 on Meals this month in claims that are pending or approved.
- Maria now files one Meals receipt of 1,200.00 dated in the same month.
Reference for the screen: Reimbursement Setup. Afterwards, see Submit and Approve a Reimbursement.
Open Treasury → Reimbursements → Setup, go to the Policies tab and create a policy.
The other seven categories stay blank, so they only count toward the overall cap.
| Overall monthly cap | 10,000.00 | |
|---|---|---|
| Meals per receipt | 1,000.00 | |
| Meals per month | 3,000.00 | |
| All other categories | No category cap |
On the Employees tab click Enable employees.
Maria appears with Policy Field staff, no overrides, Status Enabled and today’s date under Enabled since. She can now file claims; before this she saw “Reimbursement isn’t set up for you yet — ask Treasury to enable it.”
Use the row’s Edit action to change the policy, set an overall monthly override, or set per-category overrides. An override replaces only the single figure you fill in.
| Maria's setup | Overall monthly | Meals per receipt | Meals per month |
|---|---|---|---|
| No overrides (policy only) | 10,000.00 | 1,000.00 | 3,000.00 |
| Override Meals per month = 4,000.00 | 10,000.00 | 1,000.00 | 4,000.00 |
| Override overall monthly = 3,000.00 | 3,000.00 | 1,000.00 | 3,000.00 |
The rest of this walkthrough uses the first row — no overrides.
Maria opens My Reimbursements and now has a File new button. She adds a Meals line of 1,200.00 dated 14 October. Under that line the dialog shows an inline warning, and a summary: “This claim goes over 2 limit(s) — you can still submit; your approver will see it.” It also shows the budget she has left.
| Meals receipt | 1,200.00 | |
|---|---|---|
| Meals per receipt limit | 1,000.00 | |
| Finding 1 — per receipt | 1,200.00 > 1,000.00 | Over by 200.00 |
| Meals already used in October | 2,400.00 | |
| Used + this claim | 2,400.00 + 1,200.00 | 3,600.00 |
| Meals per month limit | 3,000.00 | |
| Finding 2 — category monthly | 3,600.00 > 3,000.00 | Over by 600.00 |
| Overall monthly | 3,600.00 ≤ 10,000.00 | Within limit |
Limits only warn. Maria can still submit, and the claim is flagged Over limit.
The supervisor’s approval task lists both findings in plain language, so they can approve with the facts in front of them or reject. In Treasury → Reimbursements the claim carries an Over limit badge.
A month is decided by each line’s transaction date; a claim spanning two months is checked once per month. Pending, approved, releasing and released claims use up budget; if this claim is rejected or cancelled, the 1,200.00 is freed again.
| What happens to the claim | Meals used | Left of 3,000.00 |
|---|---|---|
| Before the claim | 2,400.00 | 600.00 |
| Filed (pending) or approved | 3,600.00 | −600.00 (over) |
| Rejected or cancelled | 2,400.00 | 600.00 |
When someone leaves a team or should stop claiming, use Disable on their row. They can no longer file, but existing claims remain viewable and cancellable. Re-enable restores their policy and overrides. A policy that still has employees assigned cannot be deleted — reassign them first.
Where to go next
- Reimbursement Setup — every field and rule on the screen.
- Submit and Approve a Reimbursement — the claim journey from filing to payout.
- Reimbursements — claim statuses, coding and payment.