How to request a reimbursement?

What is a Reimbursement request? 

The reimbursement request is submitted by any employee whose expense has been paid with their own resources. These orders cover purchases made outside of Clara's credit cards and are available to employees who do not have a designated corporate card.

As an employee using Clara, here's everything you need to know to file refunds and get your money back. Remember that all employees have access by default to the Refund request module; no need to request additional access. Please note that your administrator must enable refunds for your business before you can request a reimbursement.

Creating a refund request on the Clara platform is simple and fast.

First, you must register your personal bank account information. 
To receive reimbursement for your out-of-pocket expenses, you need to provide your personal bank account, including your tax ID and Cuenta CLABE. Please ensure that this is your own bank account, not someone else’s:

Setting up your personal account:

1. Access the platform and go to the "reimbursement" section.
2. Enter bank details: Add your RFC and your bank account details. Make sure the account belongs to you.
3. Save the information to continue.
   
   

Creating a reimbursement request:

To create a new reimbursement request, follow these steps:

• Start a New Request:
  On the main dashboard, click the "New Request" button to begin creating a reimbursement request.
  
  
• Upload Receipt:
  Attach a copy of the receipt or proof of payment by clicking the "Choose files" button or dragging the relevant file from your device. Make sure the evidence you are uploading aligns with your company’s expense policy. Your receipt will be displayed for reference.
  
  
• Enter Reimbursement Details:
  Complete the fields on the right side of the screen.
  
  Amount: Enter the total amount of the expense.
  Expense Date: Select the date when the expense was incurred.
  Merchant: Choose the vendor or merchant where the expense was made from the dropdown list (e.g., "Aeromexico"). If you can’t find the merchant, you will have the option to create a new one.
  Category: Select the appropriate category for the expense (e.g., "Travel").
  Expense Description: Provide a brief explanation of the expense, including relevant details such as the purpose (e.g., "Reimbursement for travel expenses incurred during the company's annual conference in April, including airfare, accommodation, and meals").
  
  
• Submit for Approval:
  Once all the details are filled out, click "Send for approval" to submit your request for manager review.

These steps ensure a smooth and clear process, making life easier for everyone involved in the refund flow.