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Expense Reimbursements

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Admins with proper permissions can schedule expense reimbursements to employees and contractors at any time.

First, navigate to Pay > Make a payment and select "Expense Reimbursement."

The Pay > US payments page in Justworks showing three payment type options: Contractor pay, Vendor payment, and Expense reimbursement. The Expense reimbursement option is highlighted at the bottom.
From the Pay > US payments screen, select 'Expense reimbursement' to begin reimbursing employees or contractors for out-of-pocket business expenses.

From there, select a pay date, add any notes, and enter payment amounts for each recipient — all in one step. You won't need to choose any tax settings, since expense reimbursements aren't taxable wages. You'll also see the option to copy the same amount to all recipients, or enter different amounts for each one.

The Expense reimbursement entry form showing the Manual payment method selected, a pay date of 07/03/2026, a note reading 'Team lunch'
 On the Expense reimbursement form, choose Manual or Bulk upload entry, set a pay date, add an optional note that will appear on payees' paystubs, and enter the reimbursement amount for each recipient. The Payment summary on the right updates in real time.

Once you're done, you'll review and submit the payment:

The Expense reimbursement review page showing payment details (Manual entry method, pay date Jul 3 2026, note 'Team lunch'), a payee list with two individuals and a Payment summary panel with a Submit button and a debit date of Thursday, July 2, 2026.
Before submitting, review all payment details including the entry method, pay date, note, and individual payee amounts. Use the Edit links to make corrections, then click Submit to finalize the reimbursement.

After you submit, a confirmation page will show you the edit deadline, when your company's bank account will be debited, and when recipients can expect to receive their payment.

The Expense reimbursement confirmation page displaying a 'Success!' message with three key dates: edit payment by Wednesday July 1 2026, account debited on Thursday July 2 2026, and recipients receive payment on Friday July 3 2026. Below are panels showing debit schedule, edit deadline, and a payment summary of $30.50 for 2 payees.
After submitting, the confirmation page displays the edit deadline, account debit date, and expected recipient payment date. Note the edit cutoff — you have until 1:59 PM Eastern on the business day before the debit date to make changes or cancel.

Note: If the employee has multiple bank accounts on file, expense reimbursements will always be fully paid to the employee's primary bank account. 

The processing timeline for expense reimbursements is the same as any other type of payment for the company.

You can edit or cancel the payment from the Off-cycle payments tab up until when the payment processes.

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.

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