# 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. ## 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_. ### 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. ## 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_.