--- title: Expense Reimbursements (NetSuite) slug: santander/expense-reimbursements-netsuite icon: {"faIcon":"fa-solid fa-people-roof"} docTags: bSho0M8HRjDvZq9EBIWDy createdAt: 2025-06-19T17:29:59.334Z --- The Expense Reimbursements feature for NetSuite lets you integrate your bank directly, so you can initiate reimbursements payments right from NetSuite. Use this guide to set up the feature and start processing your reimbursements quickly. *** ## Payment Methods in Scope The Employee Expense Reports feature supports the following payment methods: - [ACH](https://support.fispan.com/santander/ach-requirements) To see details about the information required for the supported payment method, go to the Payment Requirements section of this website or click the link above. *** ## Prerequisites Before using the Pay Expense Reports feature, please ensure the following prerequisites are met: :::::WorkflowBlock :::WorkflowBlockItem ### Installed Entity Bank Details Bundle The Entity Bank Details bundle is required to make employee expense report payments. The bundle must be version 2022.8 or later. Please refer to the [Entity Bank Details Installation & Setup](docId\:dsA4ttdN9iE1BQAhzFsBq) page for instructions on how to install this bundle, and the [Update Entity Bank Details Bundle (NetSuite)](docId\:sPoV18Z91KUe8xeyPjjbg) page for instructions on how to update to the latest version. ::: :::WorkflowBlockItem ### Bundle Contains Employee Bank Details Before making an expense report payment to an employee, the Expense Request Approver must have the employee's banking details stored in the Entity Bank Details bundle. For instructions on how to manually add employee bank data to the Entity Bank Details bundle, go to the [Entity Bank Details Installation & Setup](docId\:dsA4ttdN9iE1BQAhzFsBq) page or for instructions on how to mass import data via CSV, go to the [Entity Bank Details Bundle Import/Export (NetSuite)](docId\:DISiXLURJLbofkaVWp4nW) page. ::: :::WorkflowBlockItem ### Access to Suitelet and Employee Records Specific permissions are required before you can make a successful employee expense report payment. Please refer to the Permissions section of this page for specific instructions on the Suitelet scripts and employee records to which specific users or roles will need access. ::: :::WorkflowBlockItem ### Accounting Approved Expense Reports For an Expense Report to appear on the Pay Expense Reports page, the report must be approved by the Expense Request Approver. The** Accounting Approval** checkbox on the Expense Report can be selected by Accounting to indicate approval. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/D0NIpyo85pJa4Pe83h5Jt_image.png" size="70" width="2816" height="894" caption="Accounting Approval checkbox on an Expense Report" position="center" showCaption="true"} Once the** Accounting Approval** checkbox has been selected and the record is saved, a blue **APPROVED BY ACCOUNTING** label will appear on the Expense Report. If the Expense Report has not been approved, a blue **PENDING ACCOUNTING APPROVAL label** will appear. Any Expense Reports that are** PENDING ACCOUNTING APPROVAL** will not appear on the Pay Expense Reports page. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/DElqEFtu9tIY0RJOPf7lL_image.png" size="34" width="1198" height="528" position="center" caption="An Expense Report marked as Approved by Accounting vs. Pending Accounting Approval" showCaption="true"} ::: ::::WorkflowBlockItem ### Defined Employee Expense Currency and Address The Employee's currency reflects the entries for the Employee Expense **Currency** and **Address** fields from the Employee record. Both of these fields must be filled in accordingly for a successful expense report payment. The **Address** can be edited by clicking the **Address** sub-tab on the Employee record, and then the Edit/Pencil icon below the **Edit **column. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/fzZ9Fl0CMUZPZsmLskAsK_image.png" size="80" width="2828" height="1124" caption="Edit/Pencil icon for Address on an Employee record" position="center" showCaption="true"} The Employee Expense **Currency** field can be found through the **Human Resources → Expense Report Currencies** sub-tabs on the Employee record. ::Image[]{src="https://api.archbee.com/api/optimize/MM6nC_bKbIkwCRqiFZqEu/92XtaNSrZJLmBDFM-mdlo_image.png" size="80" width="4096" height="1592" caption="Expense Report Currencies field on the Employee record" position="center" showCaption="true"} :::hint{type="info"} **NOTE:** Only USD expense reports can be processed for payment at this time. Expense Reimbursements submitted in non-USD currencies will fail. ::: :::hint{type="success"} **TIP: **If the Expense Request Approver does not have the employee's actual address, the address of the subsidiary company of which the employee is a part can be used, as long as the country of the subsidiary company aligns with the country where the employee is based. ::: :::: ::::: *** ## Permissions A user will need permission for both the **Santander Expense Reports Suitelet **script and the **Employee **record. The **Santander Expense Reports Suitelet **script is required for users to access the Pay Expense Reports page. Without access to this, users will not be able to pay, see, or use this feature. Please follow instructions on the [Plugin Access Managment](https://support.fispan.com/santander/step-11-plugin-access-management) page for steps on how to assign permissions to relevant employee(s), department(s), or role(s). Access to the **Employee **record must be defined for the role(s) that will be making vendor bill or employee expense report payments. Without a minimum permission level of View, users in this role will not be able to see the Payment History page. Please follow the instructions on the [NetSuite Role Permission Setup](https://support.fispan.com/santander/step-12-netsuite-role-permission-setup) page for steps on how to add this permission to the relevant role(s).