What Is Reimbursement?

The term “reimbursement” refers to the compensation that is paid by an organization to cover out-of-pocket expenses or overpayments made by an employee, a customer, or any other person. In the case of reimbursement for costs for business, such as insurance expenses and tax overpayments are typical instances. But unlike most compensation, reimbursements are not tax-deductible.


  • Reimbursement is the payment of money to an employee or a customer or to a third party to pay back expenses for business or other expenses, like insurance, taxes, or any other expenses.
  • Business expense reimbursements can include out-of-pocket costs, for example, for travel and meals.
  • Per diem rates are the daily amounts paid to employees to cover business travel expenses.
  • Tax refunds are a type of government reimbursement to taxpayers.
  • They have a legitimate interest in ensuring reimbursements are made only for legitimate purposes.

Understanding Reimbursement

Reimbursement is often connected with business expenses. Many companies have policies on when they can pay employees out of pocket for expenses. Most of these expenses are related to travel, including meals, hotels or food, ground transportation, and travel (travel reimbursed).

Employers can also reimburse employees for various other costs, including tuition reimbursements for college classes and continuing education courses.

Self-employed people can usually self-insured business expenses as well, and they can also be tax-deductible to the IRS.

What is the difference between reimbursement and compensation?

The reimbursement is made when the person is paid back travel expenses, like mileage, lodging, and food expenses while on the road. Compensation refers to “payment” for discomfort, time, and discomfort.

What are the rules to be reimbursed?

Reimbursements should be paid using Oracle Expenditure types listed in the Travel Heading. For instructions on how to process a reimbursement, please see “Goods and Services Procurement Guide.” You can also contact the Procurement Support Desk on 924-4212. The IRS cannot report the amount for tax purposes as income. You might want to speak with Procurement regarding the usual turnaround time for reimbursements, to ensure you have the correct details in your consent forms. Another alternative to reimburse is a petty cash fund. Contact Procurement about this alternative. Do not mention on your consent forms that you’re “reimbursing” the subject if you are not planning to process the reimbursement under the expense type that is listed in the Travel Headingbecause the tax implications of the reimbursement differ.

Compensation could be provided in a variety of types. This could include checks made through Oracle or gift cards Petty cash, small cash or presents like pencils or stickers. The state promotes the use of checks through Oracle for the majority of payments, however, certain circumstances permit other ways of compensating under certain conditions if they’re accepted by the IRB. If using oracle , the cost kind of services Human Subject Payouts as defined under Contractual Services must be utilized. The amount of money paid is tax-deductible at the IRS in the form of income. It is essential that the researcher doesn’t suggest on the consent form that they are being “reimbursed” if you plan to pay the amount through method of compensation, since there are different tax consequences for the matter.

Types of Reimbursement



In addition to the business costs The use of reimbursement also occurs within the industry of insurance. If a policyholder with a health insurance requires urgent medical attention The policyholder is not likely to be able to call the insurance company to find out the amount that the policy will cover costs. The insured may be required to pay for medications and medical treatments, as well as associated expenses out of pocket.

In addition, the insurance policy may demand that the insured pay certain expenses out of pocket before applying for reimbursement. This is typical when it comes to reimbursement for fitness. The insurance company may pay up to a set amount every year if the policyholder pays for and participates actively in a fitness program offered at a fitness center that is certified. In both instances the person who has paid the cost out of pocket may seek reimbursement from the insurer for any expenses that are covered by the policy of insurance.


It is also typical for taxes paid to the state and federal government. The majority of income tax payers pay federal taxes withheld every pay period by claiming deductions from their payroll, but this does not account for the tax credits a taxpayer might be entitled to because of other taxes or expenses paid. 2 Contractors pay their taxes quarterly in estimates of tax payment. 3 Tax refunds to taxpayers by the government is an example of reimbursement since the amount that is returned towards the taxpayer is the result of an tax overpayment.


A form of compensation known as reimbursement alimony is available to the legal industry. The reimbursement alimony is a type of alimony that is imposed by a judge. It’s a form of payment to the spouse who was divorced as a reimbursement for time spent and investment in the spouse’s financial outlook and expansion. In divorce who was employed full time to support their spouse throughout college could be eligible for compensation alimony if their spouse graduated and is earning a salary.

Requirements for Reimbursement

For the U.S., companies often utilize the per-diem rate developed in the General Services Administration (GSA). The GSA determines reimbursement rates for different States and cities. 4 The business can also opt to apply its own formula for determining per diem rates, using the GSA per-diem rate as the base and then adjusting it to take into account specific factors for the company.

A company, for instance, might decide to set the rate of reimbursement higher for salespeople or executives who are entertaining clients. Businesses can also opt to offer employees the option of a fixed daily rate.

Special Considerations

Businesses and insurers or government have a stake in ensuring reimbursements are granted only to legitimate reasons. Employees, insurance policyholders as well as taxpayers may claim reimbursement for expenses that has never happened or increase the cost the expense. This requires the organization that reimburses to establish internal controls in order to detect fraud in reimbursement claims.

Another instance where a company might find itself paying for a fraudulent expense can be found within the banking industry. For instance, if the account holder becomes the victim of identity theft, or data breaches. In this scenario the bank will conduct an investigation to verify that the account was actually compromised before reimbursing the customer for any money that are taken from the account holder’s credit or debit account.

Example of Reimbursed Expenses

Let’s say you’re an employee of a sales team who goes to an industry event to learn more about the latest technology in the field, to go to educational seminars and to network professionally. In the course of this trip that you have been approved, you pay out of your own funds $300 for the hotel room along with $250 for transportation as well as $100 on food. After returning from your excursion and filing an expense report to the company that cites the three line items and then submit the report for reimbursement of $650 expenses. The amount is deposited with your next paycheque on your bank account through direct debit.

Reimbursed FAQs

How Much Should I Be Reimbursed for Mileage?

Based on the arrangement you have with the business according to your agreement with the company, all of your expenses for mileage may be paid by your employer for eligible business travel. The IRS also offers a predetermined mileage allowance, which refers to the deduction of expenses motorists incur while driving a personal vehicle for medical, business or charitable for purposes. For 2021, IRS recommends that you deduct $0.56 each mile used to use for business, $0.14 for charity use as well as $0.16 for medical use and for moving (for 2020, the allowance is $0.575, $0.14, and $0.17 for each). 5

How Do I Get Reimbursed From Medicaid?

Every state handles Medicaid differently. Certain states reimburse patients for medical bills that are paid out of pocket. If this is the case, their Medicaid details should be given to their physician. Certain health providers may not will accept Medicaid.

How Do I Get Reimbursed From My HSA?

If you have an expense that is covered through your savings and health account (HSA) you may be able to repay yourself for the cost via electronic transfer or creating a check from your HSA account. It is also possible to withdraw money at an ATM with an HSA-linked debit or credit card.

How Do I Get Reimbursed From Medicare?

Out-of-pocket Medicare costs are typically refunded through making an claim. You can request your health provider to file the claim , or you can file it yourself. Medicare will then pay for medical expenses directly to the provider.