When will Team Members receive expense reimbursements?

At Horizons, we follow a structured payroll cut-off date to ensure timely expense reimbursements for employees. To provide clarity, we have outlined the key details regarding reimbursement timelines below.

What is the cut-off date for expense reimbursements?

For most employees (excluding those in China & Taiwan), any expense claim approved by the 15th of the month at 6:00 PM PST will be reimbursed within the same month's payroll cycle. Claims approved after the 15th will be processed in the following month’s payroll.

What happens if the 15th falls on a weekend?

If the 15th falls on a weekend, the cut-off date will be the preceding Friday at 6:00 PM PST.

When will the reimbursement be paid?

Expense reimbursements are typically processed as a separate remittance after salary payments. This may result in the reimbursement being paid a couple of days later than the salary payout.

How does this affect invoicing for clients?

Horizons will continue to send the primary monthly invoice by the 8th of each month. Any payroll changes, including bonuses, commissions, and expenses submitted and approved between the 8th and 15th, will be reflected in a secondary invoice sent after the 15th. The payment terms for this secondary invoice will remain as per your contractual agreement.

What happens if I have an urgent payroll change after the 15th?

Any payroll changes submitted after the 15th cut-off will be treated as an off-cycle request, which may be subject to additional fees. Horizons will review the feasibility of processing the off-cycle request for same-month payout on a case-by-case basis. If it is not feasible, the submission will be processed in the following month.

Example Scenarios

Example 1:
- Jane submits an expense claim, and it is approved on May 3rd. Since her submission was approved before the 15th, she will be reimbursed with her May payroll.
Example 2:
- Mark files an expense claim, and it is approved on June 17th. Since this is after the 15th cut-off, he will receive his reimbursement with his July payroll.

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Expenses Management