---
title: Procedure for Expense Reimbursement
description: "## Trip Pre-Approval & Cash Advances Some companies have formal trip pre-approvals, especially when flights are being booked ahead of time or by a centralized travel agency and/or cash advances are required. In these cases an expense trip form is…"
url: "https://www.ibe.net/docs/procedure-for-expense-reimbursement/"
updated: "2026-01-05"
category: Expense Management / Overview of Expenses
---

# Procedure for Expense Reimbursement

## Trip Pre-Approval & Cash Advances

Some companies have formal trip pre-approvals, especially when flights are being booked ahead of time or by a centralized travel agency and/or cash advances are required. In these cases an expense trip form is often submitted but not reimbursed or billed to a client.

**iBE's clients requiring expense trip pre-approval have used additional workflow steps. Contact your iBE support consultant to set this up because iBE does not support expense trip pre-approval with our pre-delivered workflow**

## Expense Claims or Reports

Any company with a travelling workforce incurs expenses on either a company paid or employee paid bank or credit card, or on a cash basis. Sometimes these expenses are charged onto a client or project.

To either claim for employee-paid expense reimbursement or to record expenses which are billed onto a client you need to create an Expense Claim in iBE.net, complete with employee reimbursable and/or client billable amounts, expense type or code and classification to a task and project.

**Note: employees must be pre-assigned to expense related tasks within a project before they are allowed to claim expenses classified to it**

Following submission of the expense claim it is then subject to approval workflows before it moves into a status ready for billing to the client (if applicable) and/or ready for reimbursement to the employee.