How To Submit Business Expenses
This link leads to an interactive demo from an employee’s perspective, going through each step of submitting a business expense report.
1. Click Business Expenses on the left sidebar. You can then click New Expense Report to create a New Expense Report or click the three dots to View or Edit an Existing Expense Report.
2. After clicking New Expense Report, you will then input an Expense Report Title along with a Description of what the expenses were for, and click Create.
- Click on Add expense to start submitting expenses for your expense report.
Note:
Under each expense type, you can indicate in the Reimbursement Type field whether you’re requesting reimbursement for the expense or simply reporting it (e.g., if the expense was paid by your company via another method like a company card).
Expense Types:
Business Expense:
A standard, single expense such as a client meal, software subscription, office supplies, or an Uber/Lyft ride.
Mileage:
Enter the miles traveled for a trip. The system will automatically calculate your reimbursement amount based on your company’s mileage rate.
Per Diem:
Calculates your reimbursement amount based on your company’s daily allowance and the number of days of your trip.
If you select Business Expense, complete all the fields below. Be sure to attach any supporting documentation and provide a clear description of the expense. Once done, click Save to return to the Expense Report details screen, or select Save and create another to add more expenses to the same report.
- If you select Mileage, complete the fields listed below. Please ensure that you provide the full detail of what the expense is for in the description box along with any documentation your company requires you to submit when being reimbursed for mileage. When you have completed all fields, click Save to return to the Expense Report details screen, or click Save and create another to add additional expenses to the same report.
- If you select Per Diem, complete the fields listed below. Please ensure that you attach any documentation for the expense and provide the full detail of what the expense is for in the description box. When you have completed all fields, click Save to return to the Expense Report details screen, or click Save and create another to add additional expenses to the same report.
6. After clicking Save when entering an expense, you will be directed back to the Expense Reports screen and will see all saved expenses for that specific report. In this screen, you can Edit, or Delete any individual expenses. You can also click Options to edit the title and description, save as draft, and delete.
Once you are ready to submit your report, you can click Submit for approval.
Please note: Expenses cannot be edited once submitted, so be sure to double-check your report before submitting it.
9. Your Expense Report will then be reviewed by a Manager, and Finance Reviewer. The status of your expenses will continue to update as your expenses move through the approval process. After your report has been approved, the status will show as Processed. This means that the funds will be reimbursed in an upcoming paycheck.