---
title: "Reimbursements — Clock Clerk user guide"
description: "The Reimbursements screen in Clock Clerk: who is owed what for their approved expense claims, exporting the run and marking it paid back, earlier exports, and every button with who has it."
url: "https://clockclerk.com/guide/screens/reimbursements"
---

Screens

# Reimbursements

Finance's run for paying employees back: a month at a time, what each person is owed for their approved claims, exported as one file and marked paid back. The steps around it are in [Expenses and reimbursements](https://clockclerk.com/guide/workflows/expenses-and-reimbursements.md).

![Reimbursements for September 2026, for a Finance user, with the month arrows, This month and Export and mark paid back. Alex Moreau is owed 2 claims, $65.50, shown open with each claim's date, client and project, category, description, receipt and amount. Jordan Ellis is owed 3 claims, $200.30, and Priya Raghavan 2 claims, $67.80. The total is 7 claims, $333.60.](https://clockclerk.com/guide/img/reimbursements-month.webp)

The run for a month, with one person's claims open.

## Who sees it

Finance users and administrators: it is **Reimbursements** under **Payables** in the menu, at [/expenses/reimbursements](https://app.clockclerk.com/expenses/reimbursements), and a **Reimbursements** button on [My Expenses](https://clockclerk.com/guide/screens/expenses.md) opens it on the same month. Anyone else who opens the address is told *You don't have access to this area*. It is on every plan.

It covers employees. Contractors are paid back on their month's protocol instead, as the page says under its heading: *Approved claims to pay back to employees. Contractors are paid back on their protocol.*

It stays in the menu even while an administrator has Expenses turned off for the organization. Nobody can add a claim then, but the claims submitted before are still approved and still owed, and this is where they are paid back.

## Who is owed what

**‹** and **›** go to the month before and after, and **This month** comes back. The month's claims are listed when each one:

- was ticked **Paid out of my own pocket** by its claimant;
- is not declined, and has not been paid back already;
- is in a week that has been approved;
- belongs to somebody without a contractor profile.

Each **Person** owed something has a row, with their email, how many **Claims** and the **Amount**. **Show … claims** opens their claims beneath, with the date, client and project, category, description, receipt and amount; choosing a receipt's name downloads it. **Hide … claims** closes them. The foot gives the **Total**.

Claims in weeks not yet approved are counted above the list, such as *1 expense ($19.20) is waiting for their week’s approval.*, so they can be chased. A month with nobody owed says *Nobody is owed anything for …*

## Exporting the run

1. Choose **Export and mark paid back**. **Export and mark paid back?** says how many claims, for how much, go into the file, and that each is marked paid back and its claimant can no longer change it.
2. Choose **Export and mark paid back**. A CSV file downloads, with one row per person: payee, email, amount, number of claims, month and batch.

Every claim in the file is marked paid back in a batch named **RMB-** and the date and time, and the people in it leave the list. On My Expenses each claim then says **Paid back** and the batch. That is final. Clock Clerk does not pay anybody: pay them from the file through your payroll or bank.

## Below the list

- **Paid back through the ERP**, where your organization's ERP export sends expenses: the month's claims that went to the ERP instead, each marked as sent to it. They are in no run and in none of the totals.
- **Earlier exports**: the month's past runs, each with its **Batch**, when it was **Exported**, its **Claims** and **Amount**, and **Download** to get the same file again. Downloading again marks nothing.

## Buttons and when they appear

| Button | What it does | When you have it |
| --- | --- | --- |
| ‹, ›, This month | Move between months. | Always; **This month** away from the current month. |
| Export and mark paid back | Asks to confirm, then downloads the run's file and marks every claim in it paid back. | Unless your organization is read-only. Disabled when nobody is owed anything for the month. |
| Show … claims, Hide … claims | Opens or closes a person's claims. | On each person's row. |
| A receipt's file name | Downloads the receipt. | On an open claim that has one. |
| Download | Downloads an earlier run's file again. | Under **Earlier exports**, once the month has had a run. |

Each export is checked again when you press it: only Finance users and administrators can run one (see [Roles](https://clockclerk.com/guide/roles.md)). Two presses at once cannot pay a claim twice.