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.

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. 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 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. Step 1: In your dashboard, go to Tasks. Find and click on the transaction in the repayment requests section at the top of the page. 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.