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With Justworks, scheduling expense reimbursements for your international employees is straightforward. This guide will walk you through the process, highlighting the key sections to ensure a smooth experience.
It’s important to note that this process is designed specifically for reimbursing employees after an approved expense has been made. The responsibility for tracking and approving these expense reimbursement requests lies with your internal team. Justworks facilitates the payment process once an expense has been approved, but the approval workflow itself remains within your organization's internal processes.
To begin, navigate to the International Payments page. You can do this in two ways: the first is by clicking "Make a payment" in the Home workspace.
Screenshot of Home workspace with the Make a payment icon.
You'll be taken to the US payments in the Pay workspace, and you can select "International" from the dropdown in the upper righthand corner.
Screenshot of the US payments with the expanded domestic and international dropdown.
Once you're on the International payments page, you'll see several payment options you can use for non-U.S. workforce.
Screenshot of the International payments page.
Alternatively, you can access the International payments page by navigating to Pay in the side navigation. Once you're in the Pay workspace, click the "Make a payment" button in the upper righthand corner and select "International" from the dropdown. This will take you to the International payments page.
Screenshot of the Pay workspace with the expanded domestic and international dropdown.
While Justworks currently focuses on providing an efficient flow for scheduling approved reimbursements, we are looking to add support for full-scale expense management in the future. This will allow you to manage the entire expense process directly within Justworks, from submission and approval to payment.
Selecting the Reimbursement Option
On the International payments page, under Employee Payments, you will see three options:
- Employee Pay
- Expense Reimbursement
- Taxable Benefits
For this process, click on Expense Reimbursement and then click the chevron on the Expense Reimbursement card or the card itself to start the reimbursement flow for international employees.
Entering Employee and Expense Details
Once you’ve entered the reimbursement flow:
Select the Country and Payment Type: Choose the country of the employee you are reimbursing and select the appropriate payment type.
Enter Expense Details: Fill in the date of the expense, upload the receipt, and add any relevant notes regarding the reimbursement.
Setting Payment Preferences
In this section, you will configure the payment settings:
- Set the Pay Date: Choose the date when the reimbursement should be paid, noting that the payment date for the reimbursement will have to align with a future payroll run
- Admin Notes: Add any additional notes that will be visible only to administrators.
Ensure you review and acknowledge the compliance information next to the checkboxes to adhere to the regulations of the selected country.
Scheduling Multiple Payments
If you need to reimburse multiple employees, input the gross amount next to each employee's name, ensuring the amount is in the local currency of the employee’s country.
Submitting the Reimbursement
Finally, review all entered information in the Summary section. This section updates dynamically as changes are made, allowing you to ensure all details are correct. Once verified, click Continue.
On the final page, do a thorough review for accuracy. If everything looks good, click Submit Payment.
After submitting, a confirmation page will display, detailing your submitted expense reimbursement. The payment will be sent to the employee based on the pay date you selected
Need help?
No worries! Please contact international-support@justworks.com or reach out to your International Customer Success Manager for assistance.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.