The [Expense Reports] card displays a list of downloadable expense reports. If Budgets are configured, the Expense Card appears as [Budgets & Expense Reports] but will remain as Expense Reports as a menu item in the navigation menu. Any expense reports submitted by the employee or internally submitted will show on the portal and if they have an impact on a configured budget this will be reflected too.
This card will display when the expense management module is authorized for the employee (see the Advanced Settings section).
Expenses Summary
The Expenses summary card displays the five (5) most-recently created expense reports in descending order (newest at the top). If a budget has been configured then this will appear at the top and indicating how much is remaining together with the [Show All Budgets] button. If it has not been configured, this section is not displayed.
The summary will only display if there is at least one report available to the employee. The total number of “Updated” expense reports displays in the upper right-hand corner of the card.
The following information is displayed for each expense report:
The expense report create date.
The submitted amount from the expense report shown in the currency entered on the report.
Optionally, a Status. Expenses may have no status have one or many of the following:
<Draft> indicates the report has not yet been submitted for review and approval.
<Approval In Progress> indicates the report was submitted, but has not yet been reviewed.
“Updated” indicates the report has been updated with new information or was newly created in the system. An expense report will show in an “Updated” status until 24 hours after the employee signs in. Refresh the browser screen to see expense reports added while the employee is signed into the portal.
<Approved> indicates the expense report has been internally reviewed and accepted.
<Denied> indicates the expense report has been internally reviewed and declined.
Click
to display the New Expense Report screen. This functionality is covered in the “Submit Expense Reports” section.
All Expense Reports
The All Expense Reports screen displays all expense reports available to the employee and ordered descending with the newest on the top.
Click
on the Expenses summary card to display the All Expense Reports screen.
The following information is displayed per statement:
The expense report create date
A description of the expense report, if one has been provided.
The submitted amount from the expense report shown in the currency entered on the report.
Expense report Status and “Updated” indicator.
Click
to display the New Expense Report screen. This functionality is covered in the “Submit Expense Reports” section.
Submit Expense Reports
Expenses can be submitted for review and approval by clicking
on the Expenses summary card or by clicking
on the All Expense Reports screen. Both of these open the New Expense Report screen. This functionality works on both desktop and mobile devices, but different entry screens are displayed on desktop devices versus mobile devices.
Submit an Expense Report on a Desktop Browser 💻
New Expense Report
On the New Expense Report screen, the user enters the following information:
Description – This is information on what is included in the expense report.
Date Covered (From)* – The starting date for which the expenses have been accrued
Date Covered (To)* – The end date for which the expenses have been accrued
Requested Payment Currency* – The currency in which the employee would like payment. This field will be defaulted to the configured default company or system currency if available, but can be changed by the employee.
Default Submission Currency – The currency in which the expenses are being submitted. This field will be defaulted to the configured default company or system currency if available, but can be changed by the employee.
* Indicates Required Fields
Figure 21: New Expense Report screen.
Once the appropriate data has been submitted, the employee would click
to continue the expense submission.
Expense Report Detail
The Expense Report Detail screen shows the Expense Report information entered on the previous screen and allows the user to Add Expenses to the report. This screen contains a list of expenses for which the employee can enter values based on the configured expense report.
The following values can be entered:
Amount* – Cost of the expenses for which the employee is requesting payment. This is represented by the numerical cost value and the amount currency. This field will be defaulted to the Default Submission Currency from the previous screen but can be overwritten by the employee.
Expense Date* – The date on which the expense was accrued.
How Paid – How the payment should be distributed.
Exchange Rate – The exchange rate that should be used if the payment currency differs from the submitted currency
Add Comments – Any additional information that is necessary for the expense.
* Indicates Required Fields
Figure 22: Expense Report Detail screen
Once the appropriate data has been submitted, the employee would click
to continue the expense submission. If the employee would like to come back to the expense at a later time, the employee can click
, then
and save the expense without submitting. Additionally, the user can remove the expense report by clicking the
button. If the employee clicks the
button, the user will be taken to the Expense Report Payment screen.
Expense Report Payment
The Expense Report Payment tab shows the Voucher Payment summary as well as the applicable payment information that the employee may need to enter in order to receive payment for the expenses. The following fields are available for the employee to complete on the screen:
Payee Name – The name of the employee that is being paid for the expenses. This is auto-populated by the system.
Payment Method* - The way in which the employee wants to receive his or her expense reimbursement payment
Address Line 1, 2, and 3 – The employee’s mailing address.
Country – The employee’s mailing country.
State/Province – The employee’s mailing state/province if applicable.
City – The employee’s mailing city.
Postal Code – The employee’s area postal code if applicable.
Delivery Method – The type of service requested by the employee for physical delivery of payment.
Reference – Additional information to include on the payment.
Special Instructions – Any additional information that the employee needs to add in regard to the payment.
* Indicates Required Fields
Figure 23: Expense Report Payment tab.
Once the appropriate data has been entered, click
to continue to the expense submission. To return to the expense at a later time, click
, then
and save the expense without submitting. An expense report can be removed from the system by clicking the
button. To return to the Expense Report Detail screen, click
. Click
to display the Expense Report Submittal tab.
Expense Report Submittal
The Expense Report Submittal tab allows the user to attach any applicable documents or receipts that should be included with the expense report as well as submit the report to the appropriate users for review and approval.
Figure 24: Expense Report Submittal tab
After attaching the necessary documents (if applicable), click
to send the report for review and approval.
After submitting the request, the [View/Print Expense Report] button will be available. Click this button to download a PDF version of the submitted expense report. To return to the Expense Report Payment screen, click
.
Click
to return to the summary list of Expense Reports. The submitted report will have a status of <Approval In Progress>. Once submitted, no further modifications can be made to the expense report. To return to the MEE, close the Expense Report Details browser tab or window.
Submit an Expense Report on a Mobile Device 📱
The Expense Report Details screen allows the employee to add the necessary details about the overall expense report. The following fields are on the screen:
Description* – This is information on what is included in the expense report.
Default Submission Currency* – The currency in which the expenses are being submitted. This field will be defaulted to the configured default company or system currency if available, but can be changed by the employee.
Reimbursement Currency* – The currency in which the employee would like payment. This field will be defaulted to the configured default company or system currency if available, but can be changed by the employee.
Payment Method* - The way in which the employee wants to receive his or her expense reimbursement payment
* Indicates Required Fields
Figure 25: Expense Report Details screen on a mobile device
Add Expense
On the Expense Report Details click the [Add Expense] to include individual expense information.
The Add Expense screen displays. The following fields are available to be completed by the user:
Expense Category* – The group with which the expense belongs.
Expense Type* - The more specific category type with which the expense belongs.
Expense Amount* – Cost of the expenses for which the employee is requesting payment. This is represented by the numerical cost value and the amount currency. This field will be defaulted to the Default Submission Currency from the previous screen but can be overwritten by the employee.
Expense Date* – The date on which the expense was accrued.
How Paid – How the payment should be distributed.
* Indicates Required Fields
Figure 26: Add Expense screen on a mobile device
Once the user has entered the expense, click [Save & Add Another Expense] to add another Expense report. Click [Save & Back To Expense Report] to return to the overall report. Many expenses can be added to one expense report.
Once the user has completed entering the expenses, the list of expenses will show on the Expense Report Details screen. Click the arrow button to return to the added expense.
