Completing the Expense Form

When you choose an expense type, the expense form for that type is displayed, for example:

Image of form to specify an expense item

Fill in the fields on the form. Only fields marked (*) on the form are mandatory, though the more information you give, the more likely it is for the item to be approved.

The individual fields for each expense type are customisable and are set up when your company starts using the Expense tool, so you may not see the same fields as shown in the illustration. The next table shows some typical fields.

Field

Description

Type

The expense type for this item. Clicking X abandons the form and returns to the list of expense types.

Repeated Expense

If an identical expense occurs on more than one day in this claim (for example, several days at a long-stay car park), select this box to display a calendar, then click the days in the calendar on which this expense occurred.

In this case, the Amount field should show the daily amount incurred, not the total for this expense item.

Dates

The date on which the expense occurred. A red box around the field indicates that the date is not in the correct format.

Expense location

The location where the expense was incurred. This can be a street address, point of interest, city or country name.

Purpose

A free text description of the reason why this expense was incurred.

Supplier

The vendor supplying the service relating to this expense, e.g. an airline, train company, taxi firm etc.

Payment method

Choose from the list to show how this item was paid for, e.g. personal debit or credit card, corporate credit card, cash, invoice etc.

If the payment method is Corporate credit card (if available), a Personal expense check box is also displayed. Checking this box indicates that this is a personal expense, which is not reimbursed.

Amount

The expense amount, in the currency indicated in the adjacent field.

Currency

Initially the currency shown is the one set for you in My Profile. If you enter an Expense location where the currency is different, this field changes to that currency and the exchange rate between the two is shown. You can also click this field and choose a different currency.

Receipt

If you have the receipt for this expense, click Add a receipt and follow the instructions for attaching a receipt image under Attaching a Receipt.

Comments

Further information to help your manager or accountant understand the nature of the expense item.

When the form is complete, click:

Save and add new to save the item, return to the expense types list and add a new expense.
Save to save the item and return to the expense report.

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