Overview

The Payments Hub allows finance administrators to review, process, and track approved employee reimbursements in one place.

Once an out-of-pocket expense has been approved, it becomes available in the Payments Hub for processing through either direct bank payment or payroll export.

This article explains how to navigate the Payments Hub, process reimbursements, review payment details, and manage completed payments.

Who Is This For?

This article is intended for Finance Administrators and other authorized users responsible for:

Processing approved employee reimbursements.
Exporting reimbursements for payroll processing.
Reviewing payment statuses and resolving payment issues.
Tracking completed payments and managing reimbursement settings.

It is important to distinguish between approving reimbursements and processing payments:

Approval Queue: This is where authorized approvers review and approve reimbursement batches. Learn more about the Approval Queue
Payments Hub: This is where Finance processes reimbursements that have already been approved, either through direct bank payment or payroll export.

Access the Payments Hub

Follow the steps below to access the Payments Hub.

Log in to the platform.
From the left-hand navigation menu, select Payments Hub.
Review the reimbursement summary and available payment options.

The Payments Hub displays three summary sections:

Section	Description
Pending Approval	Reimbursements awaiting approval in the Approval Queue.
Ready for Payment	Approved reimbursements awaiting payment through direct bank payment or payroll export.
Paid	Completed reimbursements and payment activity.

Please Note: Reimbursements must complete the approval process before they become available for payment.

Understanding Payment Methods

The platform supports two reimbursement methods: Direct Payments and Payroll Export.

The reimbursement method is determined by the employee's payment settings and applicable company or subsidiary defaults. It cannot be changed directly from the Payments Hub.

Direct Payments

Direct Payments allow approved reimbursements to be sent directly to an employee's bank account.

Status	Description
Ready	Approved reimbursements waiting to be sent.
In Process	Payments that have been sent and are awaiting settlement.
Issues	Payments that could not be completed and require attention.

Payroll Export

Payroll Export allows approved reimbursements to be included in a downloadable file for processing through your organization's payroll system.

Status	Description
To Export	Approved reimbursements awaiting inclusion in the next payroll file.
Exported	Reimbursements already included in a downloaded payroll file.

To export reimbursements:

Select Payroll Export and open the To Export tab.
Review the reimbursements included in the next file.
Click Export Payments to download the file.
Submit the file through your organization's payroll system.
Once payroll has processed the payments, select Mark as Paid.

Please Note: Exporting reimbursements does not automatically pay employees. Payments must be processed through your organization's payroll system.

If a file was downloaded by mistake and has not yet been imported into payroll, you can undo the export to return those payments to To Export.

Review Individual Payments

To review a reimbursement:

Locate the payment using the search bar or available filters.
Select the payment row or use the three-dot menu and choose View Details.
Review the employee information, payment amount, associated expenses, and payment history.

Understanding the Payment Journey

The Payment Journey provides a timeline of the reimbursement's progress, including submission, approval, payment processing, and completion.

Depending on the payment method, the journey will show whether the reimbursement was sent to the bank or exported to payroll.

Additional actions may include:

Action	Description
View Details	Review the reimbursement and associated expenses.
Mark as Paid	Confirm that a payroll reimbursement has been paid.
Reject	Stop the reimbursement from being processed.

Please Note: Rejecting a payment stops the reimbursement process. No payment will be made for the associated expenses.

Review Completed Payments

The Completed section provides access to previously processed reimbursements that have been Marked as Paid.

Important: For Payroll Export reimbursements, exporting a payment does not automatically mark it as completed. Once payroll has processed the reimbursement, you must select Mark as Paid to move the payment to Completed.

To review completed payments:

Select Completed from the Payments Hub.
Use the period selector to choose a date range.
Search or filter the results to locate specific payments.
Click Export to download the payment history for your records.