This section provides answers to a number of frequently asked questions about the Expense tool.
You can access your expense reports via the My Expense Reports tab in the top navigation bar.
The display is filtered according to these categories:
|Pending completion||Report has been created but not yet submitted for approval|
|Submitted||Report has been submitted but is not yet approved|
|Reimbursed||Report has been approved for reimbursement|
To view or modify an expense report, select the appropriate filter and click on the report in the list.
An expense report pending completion is one that has either been created automatically, or created previously by yourself or a colleague, and which has not yet been submitted for approval.
You might need to complete the report, for instance by adding expenses, before submitting it.
Expense reports pending completion are available via the My Expense Reports tab in the top navigation bar, in the Pending completion section of the expense reports list.
Splitting an expense enables you to provide an extra level of detail about a transaction.
For instance, a hotel expense of a total of 325.00 EUR can be split like this:
- 2 room rates of 150.00 EUR
- 2 breakfasts of 12.50 EUR
Specific policy and tax rules can then apply to the split items.
If your credit card statements are loaded into the Expense tool, you can see them in the Expenses Wallet tab on the top navigation bar.
You can see all your credit card transactions, or you can limit the display to a specific time period.
A submitted expense report is an expense report which has been completed and submitted for approval.
It can be pending approval or pending reimbursement approval.
Submitted expense reports are available via the My Expense Reports tab in the top navigation bar, in the Submitted section of the expense reports list.
Your company settings may specify that:
- some expense report or expense item data is mandatory.
- adding receipts to expenses is mandatory.
- the approval workflow must be defined.
- some specific policy rules apply.
If your expense report does not comply with at least one of these rules, the Expense tool will block submission until you apply the mandatory modifications.
You can view the detailed reasons why your expense report cannot be submitted by clicking Submit. A summary of the blocking reasons will be displayed.
You may have the right to create, view and submit expense reports on behalf of your colleagues.
Depending on your access rights, you may be able to delegate submission of your expense reports to another user in your organisation.
You can see the current status of your expense reports:
- from the Home page of the Expense tool
- from the My Expense Reports tab on the top navigation bar
A submitted expense report will be displayed in these lists, showing a status icon. You can also see this icon in the expense report detailed view.
If this icon is , your expense report has been fully validated and will be transmitted to your financial department so that it can be reimbursed.
If your expense report has been rejected because you need to change one or more expense items, you receive an email similar to this one:
approver_name would like you to modify or add extra information to your expense report report_name. Once the changes are applied, the expense report can be submitted again.
Click Display details at the bottom of the email to see a summary of the expense report.
To see the reason for rejection, open the expense report in the My Expense Reports tab (the status will have been set back to "Pending completion"). In the control bar at the top right, click the (View comments) icon to see the comments from the approver or accountant. These comments should give you an idea of the changes you need to make. When your changes are complete, resubmit the report.
An expense report with the status "Reimbursed" is one that has been submitted by you or one of your colleagues, and which has been successfully approved by your finance or accounting department. Payment of the corresponding amounts is pending at that point.