[Due for payment 2026-06-25] [$250] New feature: Allow "Received reimbursement" option for submitters

[joekaufmanexpensify]

Coming from here, we want to add the Received reimbursement option for submitters in NewDot to maintain parity with OldDot.

OldDot

Approved report

2026-02-20_11-06-50.mp4

Done report

2026-02-20_11-08-21.mp4

Admin action to "unapprove" report after marking received reimbursement

2026-02-20_11-29-14.mp4

Final NewDot mocks (figma)

Notes

• In OldDot now, we show submitters the Received reimbursement option when they have an Approved or Done report. (It's shown whether payments are set to Direct, Indirect, or None.
• If an admin does pay a report via ACH, we remove the option for the submitter. If the admin marks the report as paid, the submitter can still use Received reimbursement.
• When the user taps Received reimbursement we show an error modal explaining that they should only use this if the company pays them outside of Expensify and they have actually received payment.
• Proceeding there marks the report as paid and adds a report comment reflecting the action.
• Once the user marks that they received reimbursement, we continue showing the button, and they can complete the process again to add additional report comments. This is a bit odd...but perhaps we do it in case the first time is an accident or something, so the user can indicate when they do actually receive payment.
• This button is only shown to submitters, not admins.
• Once a report is marked as reimbursed, the admin has the option to Unapprove it, which negates the action. (We show this even if approvals are off, and the report was never actually approved). This also strikes me as odd, but I feel like maintaining parity across platforms for this action feels most important right now.
• One change from OldDot: I feel like this button fits best in the More menu on the report in NewDot, but curious if design agrees.
• I also feel like we might want to call it Received payment in NewDot to match the Pay button there, which we call Reimburse in OldDot.
• We have some pretty specific BE logic around this button that we don't want to change. Specifically, that marking a report as payment received shouldn't create a payment entry in the company's connected accounting system as this should only be controlled by the admin and not a submitter.

cc @JmillsExpensify @trjExpensify @heyjennahay

EXFY-19750

Issue Owner

Current Issue Owner: @mallenexpensify

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~022031350080787138991
• Upwork Job ID: 2031350080787138991
• Last Price Increase: 2026-03-17

[melvin-bot]

Current assignee @joekaufmanexpensify is eligible for the NewFeature assigner, not assigning anyone new.

[melvin-bot]

Triggered auto assignment to Design team member for new feature review - @dannymcclain (NewFeature)

[joekaufmanexpensify]

Marked as planning for now so design can put mocks together. Will open it up for proposals once that's done.

[heyjennahay]

LGTM.

One thing to keep in mind, we have some pretty specific BE logic around this button that we don't want to change. Specifically, that marking a report as payment received shouldn't create a payment entry in the company's connected accounting system as this should only be controlled by the admin and not a submitter. As long as we don't touch anything in the BE with this, we should be fine but just wanting to make sure there is visibility so we don't break it inadvertently

[joekaufmanexpensify]

Cool, that makes sense to me. 👍

[joekaufmanexpensify]

Added that to the notes in OP

[dannymcclain]

One change from OldDot: I feel like this button fits best in the More menu on the report in NewDot, but curious if design agrees.

Agree with you here! Exactly where my mind went for this one as well.

[trjExpensify]

I also feel like we might want to call it Received payment in NewDot to match the Pay button there, which we call Reimburse in OldDot.

Also agree with this to match the "Pay" button terminology used in NewDot.

[JmillsExpensify]

I could have missed this above, though this button will never be GBR/green right? Like it's always going to be an optional action within the More menu, I would think.