> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/reimbursements.md).
# Review and pay reimbursements
See who is owed for purchases they paid for themselves, check each person's transactions, and pay everything they're owed in one payment.
Use the Reimbursements page to see who is owed money for purchases they paid for themselves, and to pay them back. Open it from **Project > Reimbursements** in the sidebar. Owners, Super Admins, Managers, Department Heads, Cast and Crew and Card Holders can open it, and only Owners and Super Admins can pay.
{% hint style="info" %}
If your company uses reimbursements, you see **Project > Reimbursements** in the sidebar and a **Reimburse** column in the Transactions table.
{% endhint %}
## How a transaction gets here
A transaction appears on this page once someone ticks its **Reimburse** box in the Transactions table. The money goes to the person who added the transaction, shown in its **Created By** column. See [Find and edit transactions in the table](/transactions/transactions/find-and-edit.md).
## See who is owed
The page has one row per person:
* **User**: the person being reimbursed.
* **Total**: what they're owed, in US dollars.
* **View Details**: opens their reimbursements.
The list includes receipts marked for reimbursement, and invoices marked for reimbursement that haven't been paid. It counts only transactions you can see on the Transactions page, so Cast and Crew and Card Holders mostly see their own. When nobody is owed anything, the table says "No outstanding reimbursements."
## Check one person's reimbursements
1. Select **View Details** on the person's row. The top of the page reads "Reimbursements for" and their name.
2. Check each transaction's **Vendor**, **Amount**, **Card Info**, **Date** (when it was added), **Created By** and **Notes**.
3. To open a transaction, select the **...** menu at the end of its row, then **View transaction**. It opens on the Transactions page in a new tab.
Select **Back to Reimbursements Summary** to return to the list.
Long vendor names are cut short, more so on a phone. Select **View transaction** to see the whole transaction.
If you can't pay, the page shows "Please notify a manager to process the reimbursement payments." where the pay button would be. Managers see this note too, so ask an Owner or Super Admin to pay.
## Pay a person's reimbursements
Owners and Super Admins pay everything a person is owed in one payment.
1. On the person's details page, select **Pay All Reimbursements**. The **Pay Reimbursement** window opens with a preview of one combined PDF: a cover page listing each transaction and the total, then each transaction's files.
2. Read the note under the preview. Paying creates a single new transaction with all the files combined, and deletes the transactions it pays.
3. Select **Next**. RollCredits creates the new transaction. If the window then says "This reimbursement needs to be approved before it can be paid.", follow the steps in the next section.
4. The payment form opens, headed "Send a reimbursement to" and the person's email. Choose how to pay: **Email**, **ACH** or **Physical Mail**. Choose first, because the fields change with the method. Some productions offer only some of these.
5. Check the **Amount** and **Email**. They start with the person's total and email address.
6. Fill in the fields for the method. For **ACH**, **Name** starts with the person's name. For **Physical Mail**, so does **Recipient Name**. For **Email**, you can choose a **Payment Send Date** up to 30 days ahead to send it later.
7. If you want, type a **Memo** of up to 100 characters.
8. Select **Pay** and the amount, such as **Pay $250.00**.
9. Check the summary in **Send Payment?** and select **Confirm**.
The fields and delivery times are the same as when you pay a vendor invoice. See [Pay vendor invoices](/transactions/transactions/pay-invoices.md).
After you confirm, "Reimbursement created successfully" appears. The transactions you paid are removed, because their files are now in the new transaction, and you return to the list. The new transaction is an invoice on the **Vendors & Contractors** tab of the Transactions page. Its vendor has the person's name, and its notes say "Reimbursement for" and their name.
{% hint style="info" %}
If a message about your bank account or signature replaces the **Pay** button, see [Link your company bank account](/company/bank-account.md).
{% endhint %}
{% hint style="warning" %}
If you see "The payment was sent, but its receipts couldn't be archived. Check this person's reimbursements before paying again.", the payment went through, but some paid transactions may still be on the list. Don't pay them again. If they're still on the person's details page, contact RollCredits support.
{% endhint %}
## If the reimbursement needs approval
When your production's approval flow covers invoices, the new transaction has to be approved before you can pay it.
1. Select **Go to approvals**. The new invoice opens in the side panel on the Transactions page, on its **Approvals** tab.
2. Send it for approval. See [Send and approve transactions](/transactions/transactions/approve-transactions.md).
3. Once it's fully approved, go back to **Project > Reimbursements** and select **View Details** on the person's row.
4. Select **Pay All Reimbursements**, then **Next**. As long as the person's total hasn't changed, RollCredits uses the invoice it already made and opens the payment form.
Until it's paid, **Pay using RollCredits** on the new invoice's **Payment** tab is greyed out. Once the invoice is approved, pointing at it shows "Reimbursements are paid through the reimbursements page." with a link back here. Pay it from this page, not from the Transactions page.
---
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