How do I submit a claim for a pre-approval request?

For some Forma accounts, certain expenses require manager pre-approval before you can submit a claim. This ensures that all expenses comply with your company's policy. To learn more see: How do I submit a pre-approval expense to my manager for approval?

Once your request is approved, you're ready to file a claim. Keep in mind:

• One claim per pre-approval: Only one claim can be submitted per approved request. 
• Unused funds: If the final expense is less than the approved amount, any remaining funds will be returned to your Available to request balance.
• Timing matters: Reimbursement is applied based on the period the claim is submitted, not the period the pre-approval was granted.

  • Example:

    • In Q4 2026, you have $5,250 available to request and receive a $4,000 pre-approval.
    • The $4,000 is allocated to your Available to redeem balance.
    • If the claim is submitted in 2027, the $4,000 will be deducted from your 2027 balance, not 2026.
• Consider pre-approvals to be paid from next period balance.

Pay from next period balance

If this option is available for your company, you can submit a pre-approval request that will be paid from your next benefit period's balance.

When you select this option:

• Your current period balance remains available and is not affected by the pre-approval request.
• The approved amount is reserved against your next period's balance.
• You cannot submit a claim for the pre-approval until the next benefit period begins.

Example: If your current benefit period ends December 31 and your next period begins January 1, a pre-approval paid from your next period balance will be reserved against your January 1 balance. You can submit the claim once the new period begins.

How to file a claim for a pre-approved expense:

Option 1: From the Benefits tab

1. Log into Forma.
2. Click the Benefits tab.
3. Select your pre-approval account.
4. Click Manage requests > View requests.
5. Locate the approved request you'd like to claim and click View Details.
6. Scroll down and click File a claim for this request.                
7. The details from your pre-approval will automatically populate the claim form. Update any fields and attach supporting documents if needed.
8. Select the appropriate category.
9. Click Submit claim.

Option 2: From the Claims tab

1. Log into Forma.
2. Click the Claims tab.
3. Select your pre-approval account from the dropdown menu.
4. Find and select the approved pre-approval request.                  
5. The pre-filled claim form will appear. Edit any fields and upload additional documentation as necessary.
6. Choose the correct category.
7. Click Submit claim.