Adding the Refund in an Expense Report

You can also add the item as a refund in a new or existing unsubmitted expense report.

This is the recommended method if the item was not originally claimed via the Expense tool.

To use this method, open the expense report, click the down-arrow next to Add an expense and choose Add a refund:

AddRefund

Choose the expense type from the list and complete the refund form:

RefundForm

The fields are:

Field

Description

Refund date

The date on which the refund was made. A red box around the field indicates that the date is not in the correct format.

Supplier

The vendor supplying the service relating to this expense.

Expense location

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

Payment method

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

Amount refunded by the supplier

The refund 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.

Amount due to the company/employee

The amount of the refund that is due to be paid back to your company or to you.

When the form is complete, click Save to save the item and return to the expense report. A refund item is shown on the expense report as a negative amount and with a REFUND label.

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