This video explains how to submit an expense claim, please click on the bottom right-hand icon in the video menu bar to expand the video up to full screen.
Step by step guide to submitting an expense claim:
To add an expenses claim, click on the "What would you like to do?" button below your photo and select "Add Expenses".
When adding expenses you can choose to add multiple expenses in a single report - by default the interface will allow you to add one Expense, but you can add multiple expense lines using the Quantity buttons. You can either use "Add line" which adds one line at a time or you can use the quantity box to enter the number of additional items you need to add and then click "Add multiple".
Please note: you cannot add expense types of mixed currency to an individual report - if you need to enter a report consisting of two currencies then these should be submitted as two separate reports.
Also, if you use the "Remove last" and "Remove all" buttons, these will remove the relevant lines from the form even if they have data in them - both generate a popup which you need to confirm prior to actually removing any lines but this cannot be reversed.
When adding expenses, most of the fields are required with the exception of description, vendor and comments.
The workflow above is shown when the company has set Enable online receipts to Yes - if this were set to No then there would not be an option to upload receipts and there would simply be a button to submit for approval.
If online receipts are enabled, when you click confirm and upload receipts you are taken to a screen where you can upload the receipt images.
It is important to understand the workflow on this screen to ensure receipts are properly uploaded:
To add each file, click on Add files and choose the file from your computer - please note, the maximum size of any one file is 2MB and only files of type jpg, gif, png, jpeg, bmp, tif, tiff and pdf are allowed.
Once you have chosen all the files you then need to click "Start upload" - this additional step then uploads the images to our servers as a batch. Once this is successfully completed, the screen should look similar to the screen below. Note the status is now set to 100%, each file now has a green tick next to it and, to the right of the Start upload button, there is now a message telling you Uploaded 2/2 files.
Once you see a green check next to each file you can then click "Submit claim" - if you do so before you uploaded the images you will get an error message.
The final screen in the workflow is a summary screen which shows you a snapshot of the claim you are submitting along with the receipt images and, if required, the expense declaration.
At the bottom of the screen you will see thumbnails of the receipts uploaded - if you hover over these a magnifying glass will appear and if you click then the receipt will open full size.