Creating a Reimbursement Request

Reimbursements let you get paid back for out-of-pocket expenses when you can’t use your PEX card. Upload a receipt and PEX creates the request for you.

Reimbursements let you get paid back for out-of-pocket expenses when you can’t use your PEX card. Upload a receipt and PEX creates the request for you.

What you’ll learn:

• Submitting a reimbursement request
• Tracking your request status
• Tracking the payment status
• Updating your bank account
• FAQ

Submitting a reimbursement request

Before you start: Log in to the Dashboard at dashboard.pexcard.com as a cardholder, then go to Requests → Reimbursements and click New Reimbursement.

Option 1: Upload receipt(s)

1. Click Upload or drag and drop your receipt.

2. PEX automatically extracts data and fills out the form. This may take a few moments to process.

3. While data is processing, add your bank account:

   • Click Add an external account.
   • Log in via Instant Account Verification (recommended).
   • Or click the Click here link under “Add External Bank account” to manually enter account and routing numbers.
4. Check the two agreement boxes.

5. Click Submit.

Note:

You only need to add your bank account and agree to terms the first time you submit a request.

Option 2: Create manually

1. Upload a receipt (optional).

2. Enter merchant name, purchase date, and amount.

3. Add tag values and notes (optional).

4. Add your external bank account (see Option 1, step 3).

5. Check the two agreement boxes.

6. Click Submit.

Option 3: Mileage reimbursement

1. Select Enter mileage details from the dropdown.

2. Enter the travel date, starting point, and destination.

   • PEX calculates mileage using the Google Place API.
3. Enter odometer readings for more accurate calculations (optional).

4. Turn on the Round trip toggle if applicable.

5. Review the calculated mileage and amount.

6. Add tags and notes (optional).

7. Add your external bank account (see Option 1, step 3).

8. Check the two agreement boxes.

9. Click Submit.

Mileage calculation:

• With addresses only: Calculated using the Google Place API.
• With odometer values: Calculated from actual readings (more accurate).
• Round trip with addresses: Mileage and amount are doubled.
• Round trip with odometer: Toggle is informational only — no impact on calculations.

Tracking your request status

Go to Requests → Reimbursements:

• New Requests tab: Pending approvals.
• History tab: Approved and rejected requests.

You’ll receive an email or push notification when your request is approved or rejected.

Tracking the payment status

Go to Payments to see all transfers to your bank account.

Payment timing: The estimated transfer date may post up to 2 business days later, depending on your bank. Transfers initiated outside business hours don’t count toward the estimate.

Note:

One payment may include multiple reimbursement requests.

Updating your bank account

To change the bank account for reimbursements:

1. Go to your Profile page.

2. Delete your current external account.

3. Create your next reimbursement request — you’ll be prompted to link your new bank account.

Note:

You must delete your existing account before linking a new one.

FAQ

Can I submit reimbursement requests via the mobile app?

Yes, the mobile app supports reimbursement submissions.

Where can I see my reimbursement status?

You will receive a notification (email and push) once your reimbursement request is approved or rejected.

Where can I see when my reimbursement will be paid?

The payout date appears on the reimbursement details page once the payment transfer is scheduled and approved. Until then, it shows as “N/A.”

Can I edit my reimbursement request after submitting?

No, but admins can edit it before approval or rejection.

Can I change the reimbursement rate for mileage?

No, only admins can change the rate.

Why don’t I see the “Enter mileage details” option?

Your admin has disabled the Mileage Reimbursement feature for your account.

Can I change the amount for mileage reimbursements?

No, the amount field is locked. However, you can edit odometer values and the amount will recalculate automatically.

How does the “Round trip” toggle logic work?

If only the starting point and destination are provided, the mileage and amount will be doubled. If odometer readings are provided, the round-trip toggle serves only an informational function — there will be no impact on the mileage or reimbursement amount.