Throughout your engagement with us, you may incur business-related expenses at the request of the client. The timing of your expense reimbursement depends on several factors, including how quickly you submit the expense, when the client approves it, and when the client processes payment to us. This article provides detailed information on what to expect regarding your reimbursement timeline and offers tips to expedite the process.

When Can You Expect Your Reimbursement?

If you are an independent contractor (Incorporated or Sole Proprietor):

Expenses incurred and approved by the client will be reimbursed at least five (5) or more business days after we receive payment from the client; Client payment terms vary, but we often receive payment in about 30-35 days.

If you are a temporary employee (T4 worker):

Expenses incurred and approved by the client will be reimbursed within 2-3 business days.

Factors That Can Affect the Reimbursement Timeline

Several factors can influence how quickly you receive your reimbursement:

1. Expense Submission Timing: The sooner you submit your expense, the sooner it enters the approval and payment process.
2. Client Approval: Reimbursements are processed only after client approval has been obtained.
3. Client Payment Timeline (Independent contractors only): Expenses are reimbursed only after payment is received from the client, and their payment terms can vary.

How to Expedite Your Reimbursement

To ensure a smooth and timely reimbursement process, consider the following tips:

• Submit Expenses Promptly: Enter your expenses as soon as possible to initiate the approval process without delay.
• Follow-Up on Approvals: After submission, proactively follow up with your manager to ensure they approve your expense in a timely manner.
• Ensure Accuracy: Double-check expense details (e.g., correct receipts, categorization, and amounts) to prevent rejections or delays.
• Track Your Submission: Keep an eye on the status of your submitted expenses via the expense management system.

If you have any questions about the process or status of your expense reimbursement, please submit a request by clicking the button below.

Frequently Asked Questions

How do I submit an expense?

Please refer to our article about this topic:

How do I submit an expense for reimbursement?

What if my expense is declined?

If your submitted expense is declined, you will receive an explanation. You may need to revise and resubmit it with the correct details.

What happens if the client delays payment (Independent contractors only)?

If the client delays payment beyond the expected terms, it may extend the reimbursement timeline. In such cases, our Client Services team will work to follow up with the client and provide updates.

Can I be reimbursed before the client pays?

Unfortunately, reimbursements are processed only after the client has paid us, following our "paid when paid" policy.