Check the submission before following up.

Find the exact report you sent, its total, the submission date and the channel you used. Check whether you received a confirmation, a request for more information or an instruction to use a different process. A PDF saved on your phone is not evidence that the reviewer received it.

Look up the expected schedule in your workplace’s instructions. Do not assume that expenses are paid with the next paycheck or within a fixed number of days. Some organizations have specific timing rules; those need to come from your own reviewer or policy.

Make the report easy to locate.

Use the job or trip name, covered dates and total to identify the claim. If the portal assigned a reference, include it. This is more useful than asking about “my expenses” when several reports are in progress.

Keep the message short enough to answer. Ask whether the report has been received and whether a document or correction is holding it up. Avoid attaching several different versions without explaining which one is current.

A first follow-up you can adapt.

Illustrative draft: “Hi, I’m checking on the expense report for the October client visit, submitted on October 23 for $171.25. Could you confirm that it was received and let me know if you need any additional receipts or details? If it is ready for processing, what is the expected next step?”

Replace every detail with your own. The amount here matches the fictional BillBack example report; it is not a real claim. Include a submission reference if one exists and use the communication channel your workplace expects.

If information is missing, answer that question.

Ask which entry or document needs attention, then provide the specific receipt or correction. If the image is unreadable, replace it with a clearer copy. If the business purpose is unclear, explain the actual work purchase rather than sending the entire report again without context.

If you issue a corrected PDF, identify the earlier file it replaces and explain the change. Keep both the submission history and the current version so you can answer a later question. Do not quietly change a total and assume the recipient will notice.

Separate approval from money received.

A report can be received, awaiting review, approved or being processed without the funds having arrived. Ask which step it has reached and who handles the next one. Record the answer and any date they provide, rather than translating “approved” into “paid.”

Keep the BillBack report with the reviewer’s replies and any payment confirmation. Ask your employer or client for the current status when you need it. That leaves you with both the purchase record and the response explaining what is happening to the claim.

If it remains unresolved, use the stated route.

When an expected date passes, refer to the previous response and ask for an updated next step. If the reviewer directs you to payroll, finance or a client contact, provide the same report reference and clear submission history. Follow the organization’s normal escalation route.

The University of Michigan’s reminder illustrates that expense submission can have organization-specific timing requirements; it does not set a universal waiting period. This is a communication guide, not a statement of payment entitlement or legal deadlines. Clear records help the right person investigate the actual claim.