Glossary

Use this page when a word in the guide is unfamiliar. Menu and button labels can differ from narrative terms; the linked chapters explain what to do.

Reimbursement Form

A claim form type that defines numbering, available fields, attachment requirements, and approval rules. It is not an individual claim. See Reimbursement Configuration.

Expense Category

A master category selected on an expense row, such as Meals, Hotel, Transportation, or Parking. It classifies the expense; it is different from the reimbursement form. See Initial Setup.

Position

A place in the company hierarchy, such as Team Lead or Staff. Positions help determine supervisors and dynamic approval routing. A position is not a role/access permission. See Initial Setup.

Supervisor And Top-position PIC

Supervisor is a dynamically resolved person in the hierarchy above the document's relevant position. PIC means the person responsible; the top-position PIC is resolved toward the top of that hierarchy. The resolver considers eligible active users, avoids assigning the requester to approve their own document, and can move upward when needed. Do not assume the label always means one permanently named manager.

Use the workflow test and resolution details to understand the actual assignment. See Reimbursement Configuration and Approval Guide. Reminder recipient routing follows the action owner's position and is explained separately in Transaction Reminders.

Role And Access

A role groups permissions. Access determines the menus, documents, and actions available to a user. Being assigned an approval does not by itself supply the action permission. See Initial Setup and Approval Guide.

Draft, Submit, And Document Status

Draft means saved for further editing. Submit sends the document into its configured process; saving a draft is not submission.

Term	Meaning
Pending	Waiting for the required approval/action in the current process.
Approved	Required approval has completed, or the configured route needs no approval. It does not mean money was transferred.
Rejected	A decision rejected the relevant request/document phase; follow its correction options.
Ready To Pay	A batch is ready for the payment team to process externally and record.
Paid	Payment is recorded as completed; Reimburse.id did not itself perform the bank transfer.
Void	The document has been cancelled under its allowed conditions.

Cash Advance also tracks request, disbursement, and settlement separately. Read the relevant phase, not just one status word. See Reimbursement User Guide, Cash Advance User Guide, and Payment Operations And Batch Payment.

Batch Payment

A document grouping approved reimbursements for payment processing. The team makes the actual transfer through the company's external channel, then records the payment date and proof in Reimburse.id. See Payment Operations And Batch Payment.

Bank Snapshot

A stored copy of bank information associated with a document/record. It supports reviewing the data used at that point, even if the user's current profile changes. Reimbursement bank refresh and Cash Advance recipient-profile recording have different rules; see Payment Operations And Batch Payment and Cash Advance Fund Management. Master bank data does not trigger automatic transfers.

Date Basis

The date used to select a report's rows, such as expense, submission, assignment, or payment date. The same start/end range can return different documents under different date bases. See Reports And Audit.

Cash Advance

Funds requested before business expenses are incurred. The requester later submits actual expenses and accounts for unused funds or additional payment needed. This is different from reimbursement of expenses already paid personally. See Cash Advance User Guide.

Disbursement, Settlement, Return, And Additional Payment

Term	Meaning
Disbursement	Recording funds given to the requester through an external payment channel.
Settlement	Reporting actual expenses, receipts, and the use of the advance.
Return	Returning unused funds; submitted proof must be verified before it becomes a confirmed financial record.
Additional payment	Payment of an approved shortfall when actual expenses exceed funds accounted for.
Official outstanding balance	The unresolved balance from approved/confirmed records. It is not always the amount the employee must return.
Projection	An estimate from a settlement still awaiting approval, not an official balance.

See Cash Advance User Guide for requester steps and Cash Advance Fund Management for recording and verification.

Financial Ledger And Reversal

The financial ledger lists recorded Cash Advance financial transactions. A reversal cancels the effect of an eligible recorded movement with a linked record/reason; it does not move money back through a bank. It is not permission to delete or freely rewrite financial history. See Cash Advance Fund Management and Reports And Audit.

Reassign Approvals

Moving current pending approval assignments to another eligible user. It is an operational action, not a change to all future workflow rules. See Delegation And Reassign Approval.

Delegation / Out-of-Office

A dated rule routing approvals to a delegate while it is active. Existing pending assignments are a separate option, not automatically the same as new assignments. See Delegation And Reassign Approval.

Transaction Reminder And Action Owner

A transaction reminder is an email follow-up for eligible unfinished work. The action owner is the person or people currently responsible for that action. Reminder routing does not change the owner or approve/pay the document. Pending age uses working hours, not elapsed calendar hours. See Transaction Reminders.

Login History, Change Log, And Approval Timeline

Login History records successful account access in the current company for 12 months. Change Log records supported data changes since activation, including before/after values where recorded. Approval Timeline is a report of reimbursement/batch approval timing, not a log of every data edit.

See Activity And Login History and Reports And Audit.

Audit Archive

A downloadable monthly package of eligible reimbursement PDFs and attachments, grouped by expense date. A prepared package expires 48 hours after generation. It is separate from spreadsheet exports and does not include every transaction type. See Reports And Audit.