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Reimburse employee expenses

The expense approval workflow in Team and Enterprise plans includes a reimbursement step. Therefore, it is possible to process a selection of expenses at any time in order to reimburse employees for the expenses they have incurred.

This step makes it possible to:

  • Generate a summary of the expenses to be reimbursed.The Payroll department can use these reports to manage the reimbursement of expense reports.
  • Declare that expenses have been reimbursed. The expense state in Jenji changes from accepted to reimbursed. With this system, employees can follow the progress of the processing of their expenses, and the expenses in question cannot be reimbursed a second time.

For a user to be able to process the reimbursement of expenses, they must have the role of Accountant. Actions must be carried out from a computer, via the web interface.

How to process the reimbursement of expenses?


The expenses must have been approved so that they can be processed for reimbursement.

The reimbursement is carried out in 2 stages:

  1. Export the expenses to be reimbursed.
  2. Declare the expenses as reimbursed.

Step 1: Export Reimbursements


You have two different ways to export the expenses to be reimbursed. Which to choose will depend on your company's context.

Option A: Export at a time T all the expenses that are in the Accepted or Accounted state.

By not selecting any period, you are therefore sure to take into account all the expenses that were recently approved in the account. 

From the Exports > Reimbursements tab:

  • Click on the button:


In the window that opens:

  • Choose the expenses to export: in the Accepted or Accounted state. 
  • Select the user(s) concerned. It is possible to export expenses for All employees, thereby saving time. The detail by employee will be available.
  • Name the export. Example: NDF 112019.
  • Click on Export.


Option B: Make a selection of expenses in advance using the filters, then export the expenses to be reimbursed.

You can thus generate a specific expense report. For example over a specific period, or for a particular assignment.

From the Expenses > Team tab:

  • Use the filters of your choice.
  • Tick the expenses to export.
  • Click the Exports > Reimbursements


Whether you select option A or option B, your reimbursement export will be generated automatically.

Your export is available in the Exports > Reimbursements tab.


  • The total amount of the expenses is indicated.
  • A distinction is made between the reimbursable amount and the non-reimbursable amount (depending on the means of payment indicated by the employee when entering expenses).


  • Summary files are available for download by clicking on the three dots button.


We recommend viewing the PDF file, in which each reimbursement to be made is detailed by employee:

  • Standard expenses are separated from mileage expenses (if trips have been declared).
  • Reimbursable expenses are differentiated from non-reimbursable expenses (if a company payment method has been used).
  • Amounts in foreign currency are converted.

Delete a Reimbursement export


As long as no action has been taken, the export state is still pending.


This means that the expenses related to the export are currently in the exported state.


Expenses cannot be edited while the accounting export is pending.

To delete a Reimbursement export:

  • Click on the three dots, then Delete.

delete export.png

Step 2: Declare the reimbursement of expenses


When employee expense reports have been reimbursed by your company, you must confirm the reimbursement in Jenji.

Following this action, the expenses will go from the state Accepted to Reimbursed.

  1. Employees will be informed in real time by a mobile notification.
  2. Expenses cannot be processed again for reimbursement.

To declare that expenses have been reimbursed:

  • Click on the three dots button on the right.
  • Click on Mark as Reimbursed.


In the window that opens:

  • Enter the reimbursement information.
  • Click OK.


The export changes to the Reimbursed state.


Expenses related to the export are now in the Reimbursed state.


Note: If expenses were accounted for before being declared as reimbursed, they will go to Closed state.

Optional additional steps


Download reimbursed expenses


If you wish, you can export the expenses associated with the reimbursements export in ZIP format, for example to send the data to your accounting firm.
You can find both the supporting documents for the expenses and the associated data in this export.

  • Click on the three dots button on the right.
  • Click on  Export ZIP.

Your ZIP export is generated automatically, and is available in the Exports > Standard tab.


Generate an Accounting export (action available if the accounting export has been configured)


You can generate an accounting export directly from a reimbursement export.

  • Click on the three dots button
  • Click on Generate Accounting export.


In the window that opens:

  • Name the accounting export.
  • Click on OK.


Your accounting export is automatically generated, and is available in the Exports > Accounting tab.


The file is available for download, by clicking on the three dots button.


Do you want to have checklist for expense reporting? Just click here.

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