Reimbursements

Employee Reimbursements

When staff or volunteers spend their own money on organization business—buying supplies, paying for parking, or covering a meal at a donor meeting—they need to be reimbursed. Alignmint's reimbursement system handles the entire process from request to payment with proper documentation and approval at every step.

Submitting a Request

1. Go to Accounting → Expenses and click "New Reimbursement"
2. Enter the expense details: vendor, amount, date, and expense category
3. Upload the receipt or supporting documentation (photo, PDF, or scanned image)
4. Add a description explaining the business purpose
5. Assign to the appropriate fund or program
6. Submit for approval

Approval Workflow

Reimbursement requests follow the same approval workflow as regular expenses. The designated approver receives a notification, reviews the request and documentation, and can approve, reject, or request more information.

Payment

Once approved, reimbursements can be processed in several ways:

• Check: Cut a reimbursement check to the employee
• ACH/Direct Deposit: Send the funds electronically
• Mark as Paid Externally: If you paid via Venmo, Zelle, or petty cash

Automatic Accounting

When a reimbursement is processed, Alignmint creates the appropriate journal entry (Debit Expense Account, Credit Cash) and links the transaction to the employee's record. The receipt stays attached for audit purposes.

Tracking

View all pending, approved, and paid reimbursements in one list. Filter by date, employee, status, or amount. Export to CSV for payroll processing.