When you'll be reimbursed for expenses

Applies to: All workers who are reimbursed through Ascen — US W-2 employees, US and international independent contractors, and Canadian T4 employees. The 30-day submission deadline below applies to US W-2 employees only. If you are employed by Ascen outside the US or Canada, your expenses run through your in-country setup and the timing here does not apply.

Summary: Approved expenses are paid the same way as your regular pay — they are processed like timesheets and land on a paycheck. An expense only pays out after it is approved and included in a pay period, so the date on the expense and when you submit it both affect which paycheck it lands on. Submit early and enter the correct date — and if you're a US employee (W-2), submit within 30 days of the expense date (a handbook requirement).

Once you submit an expense (or your agency submits one for you), the money doesn't arrive instantly. Reimbursements are processed like timesheets and are paid out on a paycheck, following the same cycle as your wages. Here is what to expect.

The steps before you're paid

1. Submitted — the expense is created and starts as awaiting approval.

2. Approved — your client or agency reviews and approves it. An expense will not be paid until it has been approved.

3. Included in a pay period — the approved expense is picked up as part of a pay run for a specific period.

4. Paid — it is paid out on that period's paycheck, on your normal payday.

Because of these steps, there is a gap between submitting an expense and seeing the money. If you submit late in a period or your approval comes through after the period closes, your reimbursement may land on a later paycheck.

The expense date matters

Reimbursements are tied to a pay period by their date, much like the day you worked determines which timesheet a shift belongs to. If you want an expense to be paid on an upcoming paycheck, the expense date generally needs to fall within the period that paycheck covers, and it needs to be approved in time. If you are unsure which period an expense will land in, email support@ascen.com — Ascen runs the pay cycle, so we can tell you.

To get paid as quickly as possible

• Submit early — don't wait until the end of the period.

• Use an itemized receipt — a total-only receipt can be sent back and slow things down.

• Fill in the details — a clear business purpose and the right category help your expense get approved without back-and-forth.

• Check the status — you can see whether an expense is still awaiting approval, approved, or rejected in the Expenses area of your portal.

The 30-day submission deadline (US employees)

If you're a US employee (W-2), there's a firm deadline: a reimbursement request must be submitted within 30 days of the date you incurred the expense. This comes from Ascen's US Employee Handbook, and it's how the expense reimbursement plan stays compliant — a request submitted after the 30-day window may not be reimbursed. So don't sit on receipts; submit them promptly.

A couple of related handbook points (US employees) worth knowing:
- Substantiation is required. Each expense needs the amount, a description of what it was for, the date, place, and business purpose — an itemized receipt covers this.
- Mileage is reimbursed at the current federal mileage rate, and per diem (where used) follows the applicable federal per diem rates.

If you're an independent contractor, the reimbursement mechanics above still apply, but your submission deadline comes from your own agreement rather than the US Employee Handbook — email support@ascen.com if you are not sure what it is. If you are employed by Ascen outside the US, ask your in-country HR contact, who administers expenses where you work.

Where it shows up

An approved reimbursement appears on the paycheck it was paid on. Tax-free reimbursements and stipends are paid alongside your wages but are not taxed as income, so they may appear separately from your taxable earnings. To see how to read this, see Understanding your pay stub.

If a reimbursement is late or missing

• Confirm the expense is approved — an expense still awaiting approval has not entered a pay run yet.

• Check whether it may have rolled to the next pay period because of timing.

• If it is approved and the period it belongs to has already been paid without it, email support@ascen.com — a missing reimbursement on a paycheck is a pay correction, and Ascen handles those.

Related articles

• How to submit an expense or mileage reimbursement

• How per diem and travel stipends work

• When and how often will I get paid?

• Understanding your pay stub

Frequently asked questions

How long does it take to get reimbursed?
There is no single fixed number — a reimbursement is paid on the paycheck for the pay period it falls into, once it is approved. Submitting early and getting approval before the period closes is the best way to be paid sooner rather than on a later cycle.

My expense was approved but I didn't see it on my paycheck. Why?
Timing is the most common reason — if it was approved after the period closed, it likely rolls to the next paycheck. If the period has already been paid and it is still missing, email support@ascen.com.

Do reimbursements get taxed?
Standard business reimbursements and qualifying travel stipends are generally paid tax-free, so they are not counted as taxable income. Some payments are taxable. See Understanding your pay stub and Are stipends included on the W-2?.