Why an expense or reimbursement was declined — and when hours belong on a timesheet instead

Applies to: All workers who submit expenses or reimbursements through Ascen — US employees, independent contractors, and international workers.

Summary: Every reimbursement goes through a review before it is paid, to confirm the claim is actually a business expense. The most common reason a claim is turned down is that it is really time worked — and time worked has to be submitted as hours on a timesheet, not as a reimbursement.

Reimbursements are reviewed before they are paid

When you submit an expense, it is reviewed to make sure it is classified correctly before any money moves. Approval in a scheduling or gig app is not the same thing as approval of a reimbursement in Ascen — a shift can be approved in one place and the expense claim still be declined here.

The most common reason: it's hours, not an expense

If what you are claiming is payment for time you worked — extra hours, travel time, waiting time, a shift that was left off your timesheet — it cannot be paid as a reimbursement. It has to go through as hours on a timesheet, so it is taxed and reported correctly and shows up properly on your pay stub.

To get missing time paid, submit it as time:

• If you enter your own time, add the hours for the correct dates. See How to enter your time (when time entry is enabled).

• If the period has closed or you cannot enter time yourself, follow What to do if you can't enter or submit your timesheet.

• If your hours are tracked in your staffing Partner's app or scheduling system, ask them to submit the time to Ascen — timesheet entry and scheduling are handled by your Partner.

Other reasons a claim may be declined

• It is not a business expense under Ascen's expense rules.

• Required documentation (a receipt or mileage detail) is missing.

• It was submitted outside the allowed window. US W-2 employees should submit within 30 days — see When you'll be reimbursed for expenses.

• It duplicates something already paid.

• It is a travel stipend or per diem. Those are set up on your assignment and paid automatically — you never submit them as an expense. See How per diem and travel stipends work.

See How to submit an expense or mileage reimbursement.

If you believe a claim was declined in error, email support@ascen.com with the amount, the date, and what the expense was for.