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Learn about reimbursement time frames
Learn about reimbursement time frames

Learn about the time frames for TravelBank reimbursements

Anna Allen avatar
Written by Anna Allen
Updated over 3 months ago

Purpose

This article explains the time frames for TravelBank reimbursements.

Audience

This article is intended for TravelBank administrators.

Prerequisites

During processing of reimbursements, TravelBank checks for:

  • a verified company bank account (so the company can send out reimbursements), and

  • a verified employee bank account (so the employee can receive reimbursements).

In order for reimbursements to be processed, both accounts must be connected. You may want to remind employees of this (refer them to “Getting help with reimbursements” if needed) and also double-check that your company bank account is connected with your TravelBank account.

Notes

  • Note that time zones matter for the administrative approval deadlines listed in this article. All times are listed in Pacific Time.

  • The dates listed in this article do not account for holidays. Reimbursement dates may change depending on holidays and individual bank policies.

  • If TravelBank learns of an issue with a customer reimbursement, the support team will reach out to the customer directly (not the administrator).

  • Be sure to reach out to TravelBank support or your implementation specialist to get the TravelBank company IDs to ensure that draws can be made on your company funding account.

Fund availability factors

Consider the following factors when projecting fund availability:

  • When banks will route funds between financial institutions: typically Monday through Fri, excluding weekends and holidays.

  • Your company’s subscription model:

    • Paid subscriptions: Reimbursements pay out as soon as they are approved, during the applicable reimbursement schedule.

    • Other subscriptions: Reimbursements are paid to the employee 5 days after they are collected from the employer.

  • Your company’s reimbursement model (see Table 1)

Table 1. Reimbursement models and time frames

For additional information, see Table 2, which has example time frames.

Reimbursement model

Employee reimbursement report submission deadline

Administrative approval deadline

Processing date

Daily

Determined by customer organizational policy

1 day before processing date

Daily

Weekly

Determined by customer organizational policy

1 day before processing date

The day the administrator has selected for processing each week

Twice a month (semi-monthly)

Determined by customer organizational policy

2 days before processing date

The day before the 1st and the 15th of each month

Monthly

Determined by customer organizational policy

2 days before processing date

The 1st of each month

Table 2. Reimbursement models and time frames example dates

Table notes

*The report approval deadline is final.

**The ACH Process Date is when TravelBank pulls funds from the organization.

Semi-monthly

  • The semi-monthly reimbursement schedule only drives processing dates; it does not indicate the date in which the employee receives the reimbursement in their bank account.

  • Processing will always take place the day before the 1st and the 15th of each month. Therefore final approvals need to take place 2 days before.

  • If the report is approved after the deadline, the report reimbursement will be processed on the next cycle processing date (either the 1st or 15th).

  • Example: If the final approver approves the report 12:50 a.m. UTC on Friday, September 14, the employees’ reimbursement will be processed on Tuesday, October 31.

Monthly

  • Processing will always take place the day before the 1st of each month. Therefore final approvals need to take place 2 days before.

  • The monthly reimbursement schedule only drives processing dates; it does not indicate the date in which the employee receives the reimbursement in their bank account.

  • If the report is approved after the deadline, the report reimbursement will be processed the following month.

  • Example: If the final approver approves the report 12:50 a.m. UTC on Saturday, September 30, the employees’ reimbursement will be processed on Tuesday, October 31.

Weekly

  • The weekly reimbursement schedule only drives processing dates; it does not indicate the date in which the employee receives the reimbursement in their bank account.

  • Administrators can select a business day of the week (Monday through Friday) for processing their company's weekly reimbursements.

  • Processing will always take place the day before the day of the week you have selected for reimbursement. Therefore final approvals need to take place 1 day before reimbursement.

  • If a report is approved after the deadline, the report reimbursement will be processed the following week.

  • Example: If the final approver approves a report at 12:50 a.m. UTC on Friday and your weekly reimbursement is set for Friday; the employees’ reimbursement will be processed the following Friday.

Daily

  • Processing will always take place daily. Therefore final approvals need to take place 1 day before.

  • If the report is approved after the deadline, the report reimbursement will be processed the following day.

  • Example: If the final approver approves the report 12:50 a.m. UTC on Friday, September 1, the employees’ reimbursement will be processed on Saturday, September 2.

Reimbursement model

*Report approval deadline: UTC

Report approval deadline: EST

Report approval deadline: CST

Report approval deadline: MST

Report approval deadline: PST

**ACH Process Date: UTC

Semi-Monthly

Fri, Sept 14, 2023, 12:45 a.m.

Thurs, Sept 13, 2023, 8:45 p.m.

Thurs, Sept 13, 2023, 7:45 p.m.

Thurs, Sept 13, 2023, 6:45 p.m.

Thurs, Sept 13, 2023, 5:45 p.m.

Fri, Sept 14, 2023, 2:10 a.m.

Semi-Monthly

Sat, Sept 30, 2023, 12:45 a.m.

Fri, Sept 29, 2023, 8:45 p.m.

Fri, Sept 29, 2023, 7:45 p.m.

Fri, Sept 29, 2023, 6:45 p.m.

Fri, Sept 29, 2023, 5:45 p.m.

Sat, Sept 30, 2023, 2:10 a.m.

Semi-Monthly

Sat, Oct 14, 2023, 12:45 a.m.

Fri, Oct 13, 2023, 8:45 p.m.

Fri, Oct 13, 2023, 7:45 p.m.

Fri, Oct 13, 2023, 6:45 p.m.

Fri, Oct 13, 2023, 5:45 p.m.

Sat, Oct 14, 2023, 2:10 a.m.

Semi-Monthly

Tues, Oct 31, 2023, 12:45 a.m.

Mon, Oct 30, 2023, 8:45 p.m.

Mon, Oct 30, 2023, 7:45 p.m.

Mon, Oct 30, 2023, 6:45 p.m.

Mon, Oct 30, 2023, 5:45 p.m.

Tues, Oct 31, 2023, 2:10 a.m.

Monthly

Sat, Sept 30, 2023, 12:45 a.m.

Fri, Sept 29, 2023, 8:45 p.m.

Fri, Sept 29, 2023, 7:45 p.m.

Fri, Sept 29, 2023, 6:45 p.m.

Fri, Sept 29, 2023, 5:45 p.m.

Sat, Sept 30, 2023, 2:10 a.m.

Monthly

Tues, Oct 31, 2023, 12:45 a.m.

Mon, Oct 30, 2023, 8:45 p.m.

Mon, Oct 30, 2023, 7:45 p.m.

Mon, Oct 30, 2023, 6:45 p.m.

Mon, Oct 30, 2023, 5:45 p.m.

Tues, Oct 31, 2023, 2:10 a.m.

Weekly- On Fridays

Fri at 12:45 a.m.

Thurs at 8:45 p.m.

Thurs at 7:45 p.m.

Thurs at 6:45 p.m.

Thurs at 5:45 p.m.

Fri at 2:10 a.m.

Weekly - On Tuesdays

Tues at 12:45 a.m.

Mon at 8:45 p.m.

Mon at 7:45 p.m.

Mon at 6:45 p.m.

Mon at 5:45 p.m.

Tues at 2:10 a.m.

Daily

Fri, Sept 1,2023, 12:45 a.m.

Thurs, Aug 31, 2023, 8:45 p.m.

Thurs, Aug 31, 2023, 7:45 p.m.

Thurs, Aug 31, 2023, 6:45 p.m.

Thurs, Aug 31, 2023, 5:45 p.m.

Fri, Sept 1, 2023, 2:10 a.m.

Daily

Sat, Sept 2, 2023, 12:45 a.m.

Fri, Sept 1, 2023, 8:45 p.m.

Fri, Sept 1, 2023, 7:45 p.m.

Fri, Sept 1, 2023, 6:45 p.m.

Fri, Sept 1, 2023, 5:45 p.m.

Sat, Sept 2, 2023, 2:10 a.m.

Need help?

If you need help, contact the TravelBank support team:

  • Email support@travelbank.com.

  • From the website or mobile app: Open the left navigation menu and select “Chat with us”.

Publish date: November 2, 2023

Last update: August 1, 2024

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