Reimbursement Approval Timing: What to Tell Your Client's Admin

For agents: Late Admin approvals drive a lot of “why is my reimbursement still pending?” questions. Timing rules differ for manual vs auto.

Manual (one-time) reimbursements

These are not held for a 25th-of-month batch. After the Admin approves, StretchDollar attempts the ACH transfer. Banking settlement still takes normal ACH time. Coach Admins to approve promptly once documentation looks good.

Auto-Reimbursement setups

The scheduled monthly job typically runs around the 25th and creates/processes reimbursements for the following coverage month — but only for configs that are already Active (approved).

• Approve before the ~25th run: employee is included in that scheduled cycle (funds pulled around then; employee usually sees money around month-start after ACH settlement).
• Approve after the scheduled run: they may miss the normal batch. StretchDollar can create an off-cycle reimbursement in some cases once the monthly job has already run — but clients shouldn’t rely on that. Best practice: approve as soon as the notification arrives.

What you can do

Encourage Admins not to batch AR approvals for weeks. A late approval often looks like a “broken” payment to employees when it’s really timing. If status stays Pending long after the expected window — or money never lands — escalate with employer + employee + dates to support@stretchdollar.com (and check for bank bounce issues).