HR Management – Employee Portal – Expenses

Creating and Editing and Submitting My Expenses

Location: Employee Tools > Expenses

Create a new expense receipt or use Quick Add to capture a receipt. You can also copy an existing expense and modify it as needed.

You can add details to an expense receipt right away, or you can save the required header information and add expense receipt details later on.  You can edit an expense receipt anytime prior to submitting it for approval.  

Creating a New Expense Item

Start by going to Employee Tools > Expenses and selecting a New Expense Item; this will open the New Expense Item form. 

Enter a Receipt Description and Total Amount (Both fields are required before saving) 

After saving, the edit window for a new expense item automatically opens at the bottom of the page.  This only happens on the initial save after creating a new expense receipt and entering header details

To capture a receipt and basic information for your expense receipt you can use Quick Add. After you have closed your Quick Add, you can go back at any time and add additional coding to your expense item before submission. 

If you are on a mobile device or tablet you will see a dollar sign at the top of your portal main page, this will act the same as quick add.

Tip: Quick add automatically uses the current date and time for the expense entry, but you can edit this as needed.  If you are short on time, leaving the current date and time can help you locate the expense later when you are ready to add details.

Editing your Expense Item: either you have just started entering your expense or you have come back to edit an item you have previously started by selecting Edit.

If you have expense receipts that are very similar, you can copy details from an existing expense receipt to a new receipt.

• In your list of receipts pending submission, Locate the receipt that you want to copy and edit.
• In the line for the receipt, select the dropdown arrow next to the Edit button, and the select Copy Receipt.

A pop-up window opens, prompting you to confirm your action.  Select Continue in this pop-up window to copy the expense receipt.

The new receipt displays in your list of Receipts Pending Submission with the title Copy of [name of receipt that was copied] Select Edit for this receipt to modify expense details as needed.

Edit an Expense Receipt

Add details to a new expense receipt or modify an existing expense receipt prior to submitting it.

Before you begin: Expenses may be edited as long as they have not been submitted for approval.

1.    Select Employee Tools > Expenses.

2.    In your list of Receipts Pending Submission, locate the expense receipt that you want to modify. 

Tip: On the Receipts Pending Submission page, you can drag and drop attachments to add them to pending expense receipts in the list.

Select Reimbursement Mode:  

Expense: Choose your Unit of Measure LS and then enter the Total Amount of your Expense Item.

Mileage: Enter the distance (miles or kilometers) and the amount will auto calculate based on the rate set by your administrator.

Item Details : In the lower section of the Edit Expense Receipt page, you can modify an existing expense item or add new expense items to the receipt:

• To modify an existing expense item on a receipt, select Edit for that item.
• To add a new expense item to the receipt, select Add New Item. 

Note: If you add multiple expense items to a receipt, you can charge the Total Amount on the receipt to different jobs, GL accounts, or other available line types. The total for all items on the expense receipt must be in balance with the Total Amount on the receipt before you can submit the receipt for approval.  

Coding: the following options are available.

When you select to edit or add an  expense  item,  the  coding  section  for  that  expense  item opens. You modify the Coding Type as needed. The Coding Type that you select determines the other fields that are displayed in this section.

Job: allows you to code by Job, Phase, and Cost Type

Expense: allows you to code your expenses to a GL Company and GL Account.

Equipment: allows you to code by Equipment, Cost Code, EMC Type, Comp Type, and Component.

EM Work Order: Allows you to code by Work Order, Work Order Item, and EMC Type.

Purchase Order (PO): Allows you to code by purchase order and PO items.

To add a note to an existing expense item, or to copy or delete an existing item, select the dropdown arrow next to the Edit button.

To add attachments: 

Select the Add Attachment+ button. You can attach files to the header or to individual expense items. Alternatively, you can drag and drop attachments to either the header or an individual expense item.

a.    In the Add Receipt Attachment pop-up window, select Browse for Attachment.

b.    Navigate to and select the file to attach to the expense item. You can add multiple images to an expense item.

c.    Enter an Attachment Description.

d.    In the Related Receipt Line-Item field, select the Receipt Header to attach the file to the expense receipt header, or select an expense item to attach the file to that item.

e.    Select Attach File.

f.    To remove or edit the attached image, use the attachment editor controls.

You can browse through multiple attachments, or add, download, delete, or edit an attachment (crop and rotate). 

NOTE: if your image is in your email, you will need to download this image before you can add it.

If you are on your mobile device / tablet you can search your images or take the image from your mobile device / tablet.

After saving an expense item, attachments display at the bottom of the Edit Expense Receipt page in their own separate section. You can continue to manage these attachments using the attachment editor controls or by selecting Edit for an individual expense item:

• If you select the pencil icon to edit a saved attachment, the Edit Image window opens.
• Choose the image to edit in the Select an Image dropdown.
• Select Edit.
• To rotate the image, select the Rotate left or rotate right buttons.
• To crop the image, select or tap the image and drag the frame guides to select the part of the image that you want to keep.
• When you are finished, select Save.
• Select Close to return to the Expense Receipt page.

After you have finished adding expense items to the receipt, select Save in the receipt header.

Save and Close: after you have finished editing your item click save and close at the top or bottom of your Edit Item. You may continue to edit your item until you submit it for approval.

Important: Expense receipts cannot be edited once they are submitted.

Submit Expense Receipts for Approval

Submit an expense receipt or expense packet for approval.

Before you begin: Once expenses are submitted for approval, they can no longer be edited. 

The total for all items on the expense receipt must be in balance with the Total Amount on the receipt before you can submit the receipt for approval.

Submitting Expenses for Approval.

1. Submitting for Approval: to submit for approval select the items you wish to submit and click Submit Selected for Approval.

a.    Select Employee Tools > Expenses.

b.    In the Receipts Pending Submission section, select the   boxes for the items to submit.

c.    Select the Submit Selected for Approval button.

The Submit Expense Report for Approval button is available only if the total for all expense items on the selected receipt is in balance with the total amount on the receipt. If you are submitting a receipt packet, all receipts in the packet must be   in balance.

d.    In the Submit Expense Report for Approval pop-up window, enter a Description of Submission to label the expense packet  that  you  are  about  to  submit.   

e.    Select Submit. 

Note: If the Reviewer field is available, enter the name of the expense reviewer for routing, and select Add. If this field is not showing, expenses are routed based on the workflow that your Expense Admin has configured. 

You will be able to see the status of your submitted expenses and print a report of the grouped items submitted.

You can view the status of your submitted expenses in the Expense Submission History section of the Submit Expense page. You can print (download) a report of any of the expense packets that you have submitted.

2.    To submit an individual expense receipt directly from the Edit Expense Receipt page:

a.    Select Employee Tools > Expenses.

b.    In the Receipts Pending Submission grid, open an existing receipt (select Edit for that receipt), or create and enter details for a new receipt.  

c.    On the Edit Expense Receipt page select the Submit button.

d.      Select Submit at the bottom of the window.

The Submit button is available only if the total for all expense items is in balance with the total amount on the receipt. Depending on your portal setup, you may be required to select a reviewer before submitting an expense.

The status of your submitted expense receipts displays in the Expense Submission History section of the Submit Expense page. You can select to print (download) a report of any of your submitted expense receipts.

After the expense is either fully approved or rejected, an email notification is sent to the employee who submitted the expense receipt or packet. If an expense was rejected, the employee can edit the rejected receipt and resubmit the expense or expense packet for approval. To view notes on rejected expenses, re-open the Submit Expense page. In the Receipts Pending Submission section, rejected expenses display with a red x icon    in the Rejected column. Select this icon to view notes that explain why the expense was not approved.