Methods and systems for managing employee-liable expenses

• US 8,744,935 B2
• Filed: 05/11/2012
• Issued: 06/03/2014
• Est. Priority Date: 02/29/2012
• Status: Active Grant

• Current Assignee: Cass Information Systems Incorporated
• Original Assignee: Cass Information Systems Incorporated
• Inventors: Friedholm, Carl N., Taylor, Angela Melissa
• Primary Examiner(s): ADE, OGER GARCIA
• Application Number:
  US13/469,341
• Publication Number:
  US 20130226750A1
• Time in Patent Office: 753 Days
• Field of Search: 705/34
• US Class Current: 705/34
• CPC Class Codes: G06Q 10/1057 Benefits or employee welfare, e.g. insurance, holiday or retirement packages

Abstract

A method for managing payments made as part of an employee-liable expense reimbursement program is described. A plurality of employees are enrolled in the program and submit requests for reimbursement for expenses related to a service provided to the employees by a service provider for which the employees are liable. The method includes receiving, by the computer system, requests for reimbursement and aggregating the requests for reimbursement scheduled for payment within a predefined time period and associated with the service provider. The method also includes generating an invoice, using the computer system that includes a payment amount to be paid to the first service provider. The method also includes automatically requesting funds from an employer of the plurality of employees for the payment amount included in the invoice and electronically transferring, using the computer system, funds associated with the employer to the service provider.

Claims

1. A computer-based method for managing payments made as part of an employee-liable expense reimbursement program, wherein a plurality of employees are enrolled in the program and submit requests for reimbursement for expenses related to a service provided to the employees by a service provider for which the employees are liable, said method implemented using a computer system that includes a processor and a memory device, said method comprising:

receiving, by the computer system, requests for reimbursement from the plurality of employees, wherein the requests are submitted prior to payment to the service provider;

aggregating the requests for reimbursement scheduled for payment within a predefined time period and associated with the service provider;

storing, in the memory device, at least one reimbursement record for each of the plurality of employees, wherein each reimbursement record includes a reimbursement amount representing an amount the corresponding employee will be reimbursed, an account identifier identifying the corresponding employee'"'"'s account with the service provider, and a service provider identifier, where the at least one reimbursement record facilitates making payments to the service provider;

generating a new invoice, using the computer system, that includes a payment amount to be paid to the service provider, wherein the invoice is generated at least partially from the at least one reimbursement record;

automatically requesting funds from an employer of the plurality of employees for the payment amount included in the invoice; and

electronically transferring, using the computer system, funds associated with the employer to the service provider.

2. A method in accordance with claim 1, further comprising receiving, by the computer system, approval of the invoice from the employer.

3. A method in accordance with claim 1, wherein generating a new invoice further comprises generating the new invoice that lists the reimbursement amounts for each corresponding employee included within the reimbursement records.

4. A method in accordance with claim 1, further comprising generating a new invoice that further includes details as to a portion of the payment amount to be paid to the service provider associated with each employee of the plurality of employees.

5. A method in accordance with claim 1, further comprising providing data to the employer that identifies a portion of the payment amount associated with at least one of a cost center within the employer and a geographic location of the employees.

6. A method in accordance with claim 5, wherein providing the data to the employer comprises providing the employer with access to a webpage, wherein the webpage provides the employer with options on how to organize the data associated with the employer that is stored by the memory device.

7. A method in accordance with claim 1, wherein automatically requesting funds from the employer comprises providing the invoice to the employer.

8. A method in accordance with claim 7, wherein providing the invoice to the employer comprises at least one of transmitting the invoice to the employer and providing the employer with access to the invoice, and wherein the invoice has a predefined format that is compatible with software utilized by the employer.

9. A method in accordance with claim 1, wherein electronically transferring funds comprises transferring funds equal to the payment amount to the service provider with instructions as to how to allocate the funds between service provider accounts associated with each of the plurality of employees.

10. A method in accordance with claim 1, further comprising:

receiving, by the computer system, data associated with a request for reimbursement from an employee of the plurality of employees;

generating, by the computer system, a request for reimbursement based at least partially on the data received from the employee;

requesting approval, from the employer, of the request for reimbursement;

receiving approval of the request for reimbursement; and

initiating recurring reimbursement program payments for approved requests for reimbursement.

26. A method in accordance with claim 1, further comprising:

receiving from the plurality of employees a device identifier associated with a device that is used by the employee with the service provided by the service provider;

storing each device identifier in the associated employee'"'"'s reimbursement record; and

generating an inventory report including the device identifier and a name of the corresponding employee.

11. One or more non-transitory computer-readable storage media having computer-executable instructions embodied thereon, wherein when executed by at least one processor, the computer-executable instructions cause the processor to:

receive requests for reimbursement submitted from employees enrolled in an employee-liable expense reimbursement program for expenses related to a service provided to the employees by a service provider for which the employees are liable, wherein the requests are submitted prior to payment to the service provider;

aggregate requests for reimbursement scheduled for payment within a predefined time period and associated with a service provider;

storing, in the memory device, at least one reimbursement record for each of the employees, wherein each reimbursement record includes a reimbursement amount representing an amount the corresponding employee will be reimbursed, an account identifier identifying the corresponding employee'"'"'s account with the service provider, and a service provider identifier, where the at least one reimbursement record facilitates making payments to the service provider;

generate a new invoice that includes a payment amount to be paid to the service provider, wherein the invoice is generated at least partially from the at least one reimbursement record;

automatically request funds from an employer of the employees for the payment amount included in the invoice; and

electronically transfer funds associated with the employer to the service provider.

12. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to receive approval of the invoice from the employer.

13. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to generate the new invoice that lists the reimbursement amounts for each corresponding employee included within the reimbursement records.

14. The computer-readable storage media of claim 11, wherein the computer-executable instructions cause the processor to generate data that identifies a portion of the payment amount to be paid to the service provider that is associated with at least one of a cost center within the employer and a geographic location of the employees.

15. The computer-readable storage media of claim 11, wherein the computer-executable instructions cause the processor to generate an invoice in a predefined format that is compatible with software utilized by the employer that further includes details as to a portion of the payment amount to be paid to each employee of the plurality of employees.

16. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to at least one of transmit the invoice to the employer and provide the employer with access to the invoice.

17. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to electronically transfer funds equal to the payment amount to the service provider with instructions as to how to allocate the funds between service provider accounts associated with each of the plurality of employees.

18. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to:

receive data associated with a request for reimbursement from an employee of the plurality of employees;

generate a request for reimbursement based at least partially on the data received from the employee;

request approval, from the employer, of the request for reimbursement;

receive approval of the request for reimbursement; and

initiate recurring reimbursement program payments for approved requests for reimbursement.

27. The computer-readable storage media of claim 11, wherein the computer-executable instructions further cause the processor to:

receive from the employees a device identifier associated with a device that is used by the employee with the service provided by the service provider;

store each device identifier in the associated employee'"'"'s reimbursement record; and

generate an inventory report including the device identifier and a name of the corresponding employee.

19. A computer system for managing payments made as part of an employee-liable expense reimbursement program, wherein a plurality of employees are enrolled in the program and submit requests for reimbursement for expenses related to services provided to the employees by a service provider for which the employees are liable, said computer system comprising:

a processing device; and

a memory, said processing device operable to execute instructions stored in said memory causing said computer to;

aggregate requests for reimbursement scheduled for payment within a predefined time period and associated with the service provider, wherein the requests are submitted prior to payment to the service provider;

store, in the memory, at least one reimbursement record associated for each of the plurality of employees, wherein the at least one reimbursement record includes a reimbursement amount representing an amount the corresponding employee will be reimbursed, an account identifier identifying the corresponding employee'"'"'s account with the service provider, and a service provider identifier, where the at least one reimbursement record facilitates making payments to the service provider;

generate a new invoice that includes a payment amount to be paid to the first service provider, wherein the invoice is generated by the computer system at least partially from the reimbursement record;

automatically request funds from an employer of the plurality of employees for the payment amount included in the invoice; and

electronically transfer funds associated with the employer to the first service provider.

20. The computer system according to claim 19, wherein the instructions stored in said memory further cause said computer to generate the new invoice that lists the reimbursement amounts for each corresponding employee included within the reimbursement records.

21. The computer system according to claim 19, wherein the instructions stored in said memory cause the processor to generate an invoice that further includes details as to a portion of the payment amount to be paid that is associated with each employee of the plurality of employees.

22. The computer system according to claim 19, wherein the instructions stored in said memory cause said computer to provide data to the employer that identifies a portion of the payment amount to be paid to the service provider that is associated with at least one of a cost center within the employer and a geographic location of the employees.

23. The computer system according to claim 19, wherein the instructions stored in said memory further cause said computer to at least one of transmit the invoice to the employer and provide the employer with access to the invoice.

24. The computer system according to claim 19, wherein the instructions stored in said memory further cause said computer to electronically transfer funds equal to the payment amount to the service provider with instructions as to how to allocate the funds between service provider accounts associated with each of the plurality of employees.

25. The computer system according to claim 19, wherein the instructions stored in said memory further cause said computer to:

receive data associated with a request for reimbursement from an employee of the plurality of employees;

generate a request for reimbursement based at least partially on the data received from the employee;

request approval, from the employer, of the request for reimbursement;

receive approval of the request for reimbursement; and

initiate recurring reimbursement program payments for approved requests for reimbursement.

28. The computer system according to claim 19, wherein the instructions stored in said memory further cause said computer to:

receive from each of the plurality of employees a device identifier associated with a device that is used by the employee with the service provided by the service provider;

store each device identifier in the associated employee'"'"'s reimbursement record; and

generate an inventory report including the device identifier and a name of the corresponding employee.