Rippling Spend: Expense Reimbursement Guide

Last updated: May 12, 2026

If you have paid for pre-approved business expenses out of pocket, please follow the guide below to request reimbursement.

Step 1: Prepare Your Documents

You must have a valid receipt or invoice for every reimbursement.

  • Valid Proof: A clear receipt or invoice that shows the vendor (seller or merchant) name, date of transaction, description of item, paid status, and applicable taxes.

  • Invalid Proof: Bank transaction history, screenshots, credit card slips, Venmo/PayPal transfer screens, or social media confirmations.

  • Missing Receipt: If you do not have a compliant receipt or invoice, please follow the instructions here to submit a Missing Receipt Affidavit.

  • Supported Files: JPG, PDF, JPEG, PNG, BMP, SVG.

  • You must specify a clear business purpose in the memo (e.g. instead of “reinforcer”, specify “Reinforcers for AdJa”)

  • Most reimbursements need to be submitted within 20 days of purchase date. For details, please refer to important information guidelines towards the end of the guide.

Step 2: Log In & Access Rippling Spend

  1. Sign in to Rippling.

  2. Navigate to the “Spend” app using one of these methods:

    • Click the Spend icon on the home page.

    • Hover over Finance in the left sidebar and click Reimbursement.

Step 3: Start a New Request

  1. Select the Reimbursement tab.

  2. Click + New followed by Submit Reimbursement.

Step 4: Upload & Verify Receipt

  • Upload: Drag and drop your file or use the file explorer to upload your receipt.

  • Verify: Rippling will use OCR to auto-fill information. You must double-check this data for accuracy.

Step 5: Fill Out Expense Details

Please complete the mandatory fields marked with an asterisk (*) according to the guidelines below:

  1. Vendor*: Enter the merchant name exactly as it appears on the receipt (e.g., BACB, American Red Cross, Amazon, Starbucks).

  2. Total Amount*: Select USD as the currency. Enter the total claim amount (this cannot exceed the amount shown on the receipt or invoice).

  3. Purchase Date*: Enter the purchase date listed on the receipt or invoice.

  4. Category*: Select the correct category based on the definitions below:

  • Employee Training and License Renewals COGS: Certification and renewal fees (e.g., CPR, RBT, or BACB).

  • COGS - Clinical Staff Reimbursement: Expenses that are not covered above and not meals, such as materials, reinforcers, Amazon purchases, cab fare, shipping, etc.

  • COGS - Meals and Entertainment: Restaurants, food delivery (UberEats, DoorDash), or event tickets/entry fees.

  • Sales & Marketing Expenses: Promotional Material and Supplies: Expenses by Practice Owners using the Finni allocated budget (business cards, ads, website costs, banners, etc.).

  1. Memo*: You must include a note to specify a clear business purpose.

  • For Training/Renewals: Use keywords like "Certification," "CPR," "Exam," or "Certificate renewal."

  • For Clinical Staff Reimbursement: Use keywords like "materials," "reinforcer," or "supplies."

  1. Purchaser*: Set this to “You”.

  2. Entity*: Select Journey Health Technologies U.S. Inc. (entity displayed with the US flag).

  3. Leave Blank: Do not fill out "Expense report" or "Accounting categorization."

Step 6: Submit

  • Click Submit to send the request.

  • To Track Status: Go to the Reimbursement tab and browse to the item you submitted. You can scroll all the way to the right to click the arrow next to three dots to see the complete status of your reimbursement request.

Important Information

When will I be paid? Reimbursements are processed with regular payroll. Your request must be fully approved by the payroll cutoff date to appear in your upcoming paycheck. If missed, it will roll over to the next pay cycle.

Please note that since reimbursements are processed on regular paychecks, we are only able to process reimbursement expenses for active staff during regular scheduled paychecks. Once the provider is fully onboarded and set up to receive their first paycheck, they will then receive their reimbursement.

Tips for a Smooth Process

  • Submit immediately: File your claim as soon as the expense occurs.

    • Reimbursements over $200 must be submitted within 20 days of the purchase date (per receipt/invoice). 

    • Reimbursements under $200 must be submitted within 30 days of the purchase date.

    • Please note: Reimbursements not submitted within these timelines may not qualify as non-taxable under IRS rules. As a result, tax may be withheld from any reimbursement submitted after the applicable deadline. For more details, please refer to IRS Publication 463.

  • Missing Receipt Affidavit is linked here: If you’re having any troubles with receiving the verification code or accessing on Docusign, here is the template that can be downloaded and filled in in replacement for upload into Rippling.

  • Be clear: Use complete receipts and write accurate descriptions.

  • Categorize correctly: Incorrect categories cause delays.

Approval Process

  1. Practice Owner (Initial Approval)

  2. Practice Success Manager (Business Approval)

  3. Finance team (Final approval)

  4. Note that other approvals may be triggered for high spends and certain categories.

Approvers are responsible for verifying that expenses are for legitimate business purposes and match the form details. The company reserves the right to "clawback" (recover) funds if a reimbursement violates company policy, handbooks, or applicable laws.

Note: This guide covers pre-approved, reasonable business expenses but is not exhaustive. Policies may change based on laws or platform updates.

If you have questions or need an approved reimbursement cancelled, please contact hr@finnihealth.com.