Significant implications for HR and finance leaders as employees turn to credit cards, loans – and even resign – over broken reimbursement processes

A new study looking at employee reimbursement frustrations from global financial technology platform Airwallex has uncovered a growing source of financial anxiety among UK workers: outdated expense reimbursement systems. According to the report, 43% of UK employees say they have faced financial hardship due to slow and inefficient repayment of business expenses.

The research, which surveyed 2,000 employees across the UK, reveals that workers are fronting an average of £4,255 a year on business-related costs – from client lunches to travel – before being reimbursed by their employers. For some, particularly high earners and those based in London, this number climbs significantly. The findings paint a stark picture of reimbursement processes that are out of step with modern workplace expectations – and increasingly burdensome for employees at all income levels.

Personal Money, Professional Burden

Nearly half (45%) of employees are using their own money to cover work costs, and a quarter say they do so at least once a month. In London, the number jumps to 68%, suggesting regional disparities in workplace reimbursement norms. Alarmingly, 12% of respondents have skipped company events simply to avoid shouldering upfront costs, while 13% of 18–34-year-olds admitted they have left a job due to these financial pressures.

Financial Strain at Every Salary Band

The report challenges the assumption that only lower earners feel the sting. Among employees earning over £100,000 a year, 50% say they’ve experienced financial difficulty due to delayed repayments. These employees are also likely to incur high-value expenses—up to £20,000 annually—on behalf of their companies, particularly for client entertainment or travel.

Meanwhile, among those earning under £30,000, 45% have borrowed from friends or family to stay afloat while waiting to be reimbursed. Younger employees and junior staff appear to be disproportionately affected: 41% of all respondents rely on credit cards to bridge the gap, risking long-term debt due to interest charges.

A Call to Action for HR and Finance Leaders

The study reveals that 39% of employees expect to be reimbursed within a week, yet only 30% report receiving funds in that timeframe. Unsurprisingly, over half of all employees believe the current systems need improvement. A growing number are calling for modern, streamlined solutions – with 75% of high earners alone voicing frustration at outdated software.

How Airwallex Can Help

To address this growing issue, Airwallex offers a comprehensive suite of expense management tools designed to eliminate the burden of upfront payments for employees. By empowering businesses with real-time visibility and control over spending, the platform helps reduce administrative overhead and financial stress for teams.

Key features include:

• Virtual and Physical Corporate Cards: Employees can make business purchases without needing to dip into personal funds, removing reimbursement altogether in many cases.

• Instant Reimbursement: Where reimbursement is still needed, Airwallex enables near-instant payments to ease the financial strain on employees.

• Automated Expense Management: Integration with leading accounting platforms like Xero, QuickBooks, and Netsuite streamlines approval workflows and reconciliations.

• Spending Controls and Transparency: HR and finance teams can set tailored limits, track transactions in real time, and ensure compliance with company policy.

• Multi-Currency Capabilities: For global teams, Airwallex cards support payments in multiple currencies without incurring foreign exchange fees, making cross-border business spending more efficient.

As employee wellbeing becomes an increasingly strategic focus for HR leaders, modernising expense processes presents a low-hanging opportunity for improvement.