Announcement

Dear LVT Team Members,

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We have enabled Direct Deposit Reimbursements (ACH) through Bill (also known as Divvy) for out-of-pocket and mileage expenses. This will allow you to get reimbursed sooner. This is not an alternative to your physical card. Out-of-pocket reimbursements should only be utilized when your physical company card is not working, or you are waiting to receive your card.

Please be aware that funds will now be sent to you via deposit, so you will need to add your bank account. If you are a budget owner, all reimbursements will require your approval. Once approved, the request will require admin approval, which will be completed on a weekly basis. Below, you will find instructions showing how to link your bank account and submit reimbursement requests.

If you have any questions, please contact Zach King or Scott Lowry in the accounting department.

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Linking Your Bank Account 

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Linking your bank account – Mobile App 

1. Open your Bill app and log in. 

2. Select More. 

3. Tap your Profile icon. 

4. Tap the Link bank account link. 

5. Select if your account is a checking account or savings account. 6. Tap the Next button. 

7. Enter your routing number and click next. 

8. Enter your account number and select the link to finish linking your bank account. * 

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Linking you bank account – Desktop 

1. Select the link for Divvy from the Okta Dashboard and log in. 

2. Click on your Profile link. 

3. Click the Settings tab. 

4. Click the Link Bank Account button. 

5. Click Manually to enter your bank account information. 

6. In the Account Type drop-down menu, select if your account is a checking or savings account. 

7. Enter your routing number in the Routing Number field. 

8. Enter your account number in the Account Number field and Confirm Account Number field. * 

9. To link your bank account to Spend & Expense, click the Link Bank Account button. 

Your added bank account displays in the Settings tab. 

To change your linked bank account, click the Change link. To remove the bank account, click the Remove link. 

*Spend & Expense only supports bank accounts based in the United States. If your account is based in the United States, leave the My account is not based in the United States checkbox unchecked.

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Submitting a Reimbursement Request – Mobile App 

Out-of-pocket reimbursement 

1. In the Spend & Expense Navigation Menu, tap Add (+) 

2. Tap Add Reimbursement 

3. Tap Out of pocket. 

4. Enter the reimbursement details, including the merchant, amount, date, and any required fields. 

a. Note: If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can request the necessary amount for you. 

5. If your account administrator has enabled ACH reimbursements, you need a bank account linked to Spend & Expense to receive your reimbursement. If you have not already done so, tap Link Bank Account to link a bank account. 6. Tap Request 

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Mileage reimbursement 

1. In the Spend & Expense Navigation Menu, tap the Add icon. 

2. Tap the Add Reimbursement button. 

Option 1: Automatically Populate Route 

3. To use Google Maps to automatically fill in your route, click the Mileage from maps button. 

4. Tap the budget you want to use for the reimbursement. If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can assign the necessary amount to you. 

5. Tap the Start address field to enter the start location of your trip. 6. Tap the End address field to enter the end location of your trip. 

7. To make your route a round trip, click the Round trip checkbox. This automatically adds your start address as a new end address and changes the previously entered end address to a stop on your route. 

8. To add additional stops, tap the Add Stop link. 

9. To enter the travel date, tap the Trip Date field. 

10.To view a map of your travel, tap the Map icon. The map displays a snapshot of your travel. To hide the map, tap the Collapse icon. 

11. Make selections for any required fields, such the budget where you would like the reimbursement to apply and optional fields.

12.If your account administrator has enabled ACH reimbursements, you need a bank account linked to Spend & Expense to receive your reimbursement. If you have not already done so, tap Link Bank Account to link a bank account. 13.To request your reimbursement, tap the Request button.

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Option 2: Manually Add Mileage 

1. To enter your mileage manually, click the Mileage manual add button. 2. Tap the budget you want to use for the reimbursement. If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can assign the necessary amount to you. 

3. Tap the Miles field and enter the number of miles traveled. The dollar amount is calculated automatically. 

4. Tap the Transaction date field and enter the travel date. 

5. To add a receipt or route information, tap the Add route icon. 

6. Make selections for any required fields. 

7. To request your reimbursement, tap the Request button.

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Submitting a Reimbursement Request – Desktop 

Out-of-pocket reimbursement 

1. In the Navigation Menu, select Reimbursements. 

2. Select New Reimbursement 

3. Select Out of Pocket 

4. Enter the merchant’s name, reimbursement amount, and transaction date. 5. In the Budgets drop-down menu, select the budget where you would like the reimbursement to apply. 

a. Note: If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can request the necessary amount for you. 

6. Enter the reimbursement purpose in the Business Purpose field. 7. To attach a receipt, select the Add (+) icon. 

8. Depending on the budget selected, you may also need to complete required fields. 

9. If your account administrator has enabled ACH reimbursements, you need a bank account linked to Spend & Expense to receive your reimbursement. If you have not already done so, tap Link Bank Account to link a bank account.

10.Select Request 

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Milage reimbursement 

1. In the Navigation Menu, click the Reimbursements link. 

2. Click the New Reimbursement button. 

Option 1: Automatically Populate Route 

3. To use Google Maps to automatically fill in your route, click the From Google Maps button. 

4. In the Route fields, enter the start location and end location for your trip. To add additional stops, click the Add Stop link. 

5. After adding the trip location, the Distance and Amount fields fill in automatically. 6. Enter the travel date in the Trip Date field. 

7. To view a map of your travel, click the Expand to view button. 

8. The map displays a snapshot of your travel. To hide the map, click the Collapse to hide icon. 

9. Make selections for any required fields, such the budget where you would like the reimbursement to apply and optional fields. If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can assign the necessary amount to you.

10.If your account administrator has enabled ACH reimbursements, you need a bank account linked to Spend & Expense to receive your reimbursement. If you have not already done so, tap Link Bank Account to link a bank account. 11. To submit your request, click the Submit Request button. 

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Option 2: Manually Add Mileage 

1. To enter your mileage manually, click the Manual entry button. 

2. In the Trip date field, enter the travel date. 

3. In the Distance field, enter the number of miles traveled. The dollar amount calculates automatically. 

4. Make selections for any required fields, such the budget where you would like the reimbursement to apply and optional fields. If you do not have enough funds allocated to you in the selected budget to cover the reimbursement amount, the user who approves the request can assign the necessary amount to you. 

5. To add a receipt or route information, click the Attach route icon. 12.If your account administrator has enabled ACH reimbursements, you need a bank account linked to Spend & Expense to receive your reimbursement. If you have not already done so, tap Link Bank Account to link a bank account. 6. To submit your request, click the Request button.

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FAQs 

1. What should I do if my reimbursement payment failed? 

If an approved reimbursement request displays the Payment Failed label on the Reimbursements page, click the reimbursement to view details for why the payment failed. The description may contain information to help you determine how to correct the issue that caused the payment to fail. Please contact Zach King or Scott Lowry in accounting for additional assistance. 

2. Is there a maximum amount for reimbursement requests? 

Reimbursements in Spend & Expense cannot exceed $6,000. 

3. Can I edit my reimbursement request? 

Members cannot edit a submitted reimbursement unless it has been denied. Contact your Spend & Expense administrator for assistance with denying your existing request. Once your request has been denied, you can make any necessary changes and resubmit for approval. 

4. How long will I have to wait for my reimbursement? 

With ACH reimbursements activated, requesters should receive their funds 5-7 business days after the request has been approved. 

5. Why do I need to include a receipt with my reimbursement request? 

Receipts are often required when companies are audited, to prevent money laundering or other types of fraud. 

6. Who can I contact if I have any questions? 

Please contact Zach King or Scott Lowry in the accounting department if you have any questions.

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