# Employee repayments Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/employee-repayments --- ## Overview Occasionally, an employee may use their Brex card for a personal expense or receive reimbursement that later needs to be repaid. You can request repayment for card transactions and, for domestic employees only, for previously approved reimbursements. These repayments are credited to the company’s account associated with the employee's legal entity. Repayments don’t appear on card statements. Brex doesn’t set your company policy. If a repayment is declined or unpaid, follow your internal policy outside the Brex platform. **Note**: Brex can only facilitate repayment money movement in the US. For employees outside the US, or when the repayment was paid outside Brex, use _Mark as paid_ to track it, and handle money movement externally (for example, payroll deduction). ## Who can do what - **Request a repayment:** Account admin, card admin, manager, and users with the specific product capability. - **Repay your own card expense:** Any user can submit a repayment for their **own** Brex card transaction. - **Track repayment status:** Admins can use the _Repayments_ view in Expenses grid and repayment columns in _Expenses_. ## Initiating a repayment Any user can submit a repayment for an expense made on their Brex card by following these steps. **Note:** You can only submit a repayment in your dashboard. Repayments aren't available in the Brex mobile app. Your reviewer can request a repayment from either the dashboard or the app, but you'll need to use the dashboard to repay. The transaction must be cleared (payment processed/completed) before you can request that an employee repay it. **Step 1:** In your dashboard, go to _Wallet_ and click on the transaction you want to repay. **Step 2:** Click _Repay_ in the transaction details window. **Step 3:** If you haven’t already done so, connect a bank account where the payment will draw from. **Note:** Be sure to connect your bank account via Plaid. You cannot use a bank account connected manually via account and routing number for an employee repayment. **Step 4:** Click _Submit repayment_. Your repayment will take 4-6 business days to process. **Note:** Requests for repayments can be tracked through the dashboard for employees with both US-based and internationally-based bank accounts. Employees with internationally-based bank accounts will need to pay requests back outside of Brex. ## Requesting a repayment If an employee has an expense that needs to be repaid, an account admin, card admin, manager or any other users with the [specific product capability](https://www.brex.com/custom-roles) can send them a repayment prompt. The transaction must be cleared (payment processed/completed) before you can request that an employee repay it. **Step 1:** In your dashboard or mobile app, go to _Expenses_ and click on the card transaction or reimbursement you’d like to request a repayment for. **Step 2:** In the transaction details window, click _Request repayment_. **Step 3:** Provide a reason for the request and click _Send request._ If you’d like to remove the request, open the transaction anytime before it’s been paid, click the three dots at the bottom of the pane, and click _Cancel repayment request._ Requests that are already paid cannot be canceled. ## Responding to a repayment request **Note:** If you received an email prompt to repay a transaction or reimbursement, you can skip the first step by clicking _View expense_ from the email. **Note:** You can only respond to a repayment request in your dashboard. This isn't available in the Brex mobile app. **Step 1:** In your dashboard, go to _Tasks_, then go to the _Expenses_ section. Find and click on the transaction with a pending repayment request. **Step 2:** In the transaction details window, click _Repay._ **Step 3:** If you haven’t already done so, connect a bank account where the payment will draw from. **Step 4:** Click _Submit repayment_. ## Making a partial repayment Partial repayment is only available for **card expenses** (not reimbursements). To partially repay, itemize the expense to isolate the portion you want to repay; click _Itemize this expense_ in the transaction details window. After itemizing, go to the portion you want to repay and follow the steps listed above. Itemization will only be possible if: - You are an account admin/card admin/bookkeeper, owner of the expense, or manager of the expense owner - Repayment hasn’t been requested yet - The transaction has cleared/posted and isn’t pending - There isn’t a merchant dispute in process - The expense isn’t already itemized - The expense hasn’t already been exported to your company’s ERP or is preparing to export ## Marking a repayment as paid Use Mark as paid to track repayments handled outside Brex. Repayments processed through Brex aren’t supported if: - The employee is using a non-USD bank account to repay - The billing currency for the expense isn’t in USD - The employee has not connected US supported bank account via Plaid In these situations, you can click _Mark as paid_ to track repayments and handle the monetary element outside of Brex through your payroll process. No journal entries will be created or sent to your ERP. **Step 1:** Follow the same steps to request an employee repayment. **Step 2:** Once the repayment has been handled, in your dashboard, go to _Expenses > All expenses_ and click on the transaction you requested a repayment for. **Step 3:** In the transaction details window, click _Mark as paid_. ## Tracking repayment status After you request a repayment, you can follow its progress from Expenses without opening each expense one at a time. This helps when you’re managing several outstanding repayments and need to see which ones need attention. ### Using the Repayments view Account admins have a prebuilt Repayments view that narrows your expense list to expenses with repayment activity. **Step 1**: In your dashboard, go to _Expenses_. **Step 2**: Select the _Repayments view_. **Step 3:** Review each expense. Along with the employee, amount, and repayment status, the view includes these repayment columns: - **Failure reason:** Why the most recent attempt failed — for example, insufficient funds or an expired bank authorization. Blank if the repayment is in progress or completed. - **Retries:** How many times the repayment has been retried. - **Last retry:** The date of the most recent retry. - **Last failure:** The date of the most recent failed attempt. **Note**: Repayment columns are included when you export expenses, so you can review outstanding repayments in a spreadsheet. ### Reviewing the history of a single repayment Each expense keeps a record of everything that has happened to its repayment. **Step 1**: Go to Expenses and click the expense you want to review. **Step 2**: In the details pane, go to the Repayments section. You’ll see when the repayment was requested and submitted, each retry, whether it failed and why, and when it completed or was canceled. ### Review repayments paid outside of Brex Admins can review repayments made outside of Brex by going to _Tasks_ > _Repayments_. If you mark a repayment as paid, it will remove the task without initiating a payment. ### Following up on a failed repayment Only the employee can retry a failed repayment. If a repayment fails, share the failure reason with the employee so they can fix the issue — for example, by adding funds or reconnecting their bank account — and then retry from their dashboard. See _Retrying a failed repayment_ below. ## Retrying failed repayment Your repayment may fail for a number of reasons (for example, invalid account/routing details or restrictions on your personal bank account). Details on the failure will appear in your dashboard. After addressing the issue, follow these steps to retry past failed repayments **Step 1:** Go to _Expenses_ or _Wallet_ and click on the failed repayment to view its details. Here, you’ll find the failure reason and possible fixes. **Step 2:** Click the _Retry payment_ button at the bottom of the detail pane to resubmit the repayment. **Step 3:** In the popup menu, confirm that the correct bank account is selected and its details are correct. Then click _Repay_.