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# How to Manage Vacation and Reimbursement Requests
- URL: https://blog.jestor.com/manage-vacation-reimbursement-requests/
- Published: 2026-09-17T22:29:13.000Z
- Updated: 2026-09-17T22:29:13.000Z
- Author: Bruno Bannach

To **manage vacation and reimbursement requests**, both need the same three things: a structured submission form, a routing rule that sends it to the right approver, and the supporting evidence attached to the record.

## Why these requests generate so much chasing

They are low-value individually and constant in aggregate, which is exactly the combination that gets handled informally.

- Requests sent by message and approved verbally
- Receipts photographed and lost in a chat thread
- No record of what was approved or by whom
- Employees asking for status updates because there is nowhere to check

## What each request needs

| Element        | Vacation                              | Reimbursement                     |
| -------------- | ------------------------------------- | --------------------------------- |
| **Submission** | Dates requested, with balance visible | Amount, category, and description |
| **Evidence**   | Not usually required                  | Receipt attached to the record    |
| **Routing**    | Line manager                          | Cost centre owner, or by value    |
| **Outcome**    | Approved dates on the employee record | Payment posted to the ERP         |

## How to configure it in Jestor

1. Build the request form in **Jestor**, connected to the employee record.
2. Add an attachment field for receipts, with **OCR** reading the amount where useful.
3. Route the request by manager for vacation, or by **cost center** for reimbursement.
4. Track requests on a **Kanban** so employees can see where theirs stands.
5. Post approved reimbursements to the **ERP** through the native integration.

## Why choose Jestor for employee requests?

Because both processes connect to the same employee records in **Jestor**, an employee's requests, documents, and history sit together rather than in separate systems.

Reimbursement is where the approval and **ERP** layers meet: the request is reviewed in Jestor and the approved payment posts into accounts payable without being retyped.

## Frequently Asked Questions

### Can receipts be read automatically?

Yes, OCR can extract the amount from an attached receipt. See [jestor.com](https://jestor.com/?ref=blog.jestor.com).

### Can employees check their own status?

Yes, with permissions scoped to their own records.

### Do approved reimbursements reach the ERP?

Yes, through the native integration.

## Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

## Get to know Jestor

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by **AI**. Discover Jestor at [jestor.com](https://jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.