My Team

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The My Team module lets you view the trips, expense reports, and advances submitted by your reportees. You can track ongoing trips, monitor spending patterns, identify policy violations, check the reimbursement status of your team’s expense reports, and run detailed analytical reports for deeper insights into your team’s spending.

To access the My Team module, go to My Team on the left sidebar.

The My Team module has five tabs:

• Overview — A dashboard with widgets that summarize your team’s trip activity, spending, and policy violations.
• Trips — A list of all trips submitted by your reportees, with filters for status, submitted by, policy, and reportee type.
• Reports — A list of all expense reports submitted by your reportees, with filters for status, submitted by, policy, and reportee type.
• Advances — A list of all advances requested or recorded by your reportees, with filters for status, reportee type, and submitted by.
• Analytics — Detailed analytical reports on your team’s expense, trip, and expense report data.

You can filter the data across the Overview, Trips, Reports, and Advances tabs by selecting Direct Reportees or All Reportees from the filter dropdown.

• Direct Reportees — Displays data only for users who report directly to you.
• All Reportees — Displays data for all users in your reporting hierarchy, including indirect reportees.

Overview

The Overview tab is displayed by default when you open the My Team module. It provides a dashboard with key metrics and visual summaries of your team’s travel and expense activity.

To view the My Team dashboard:

• Go to My Team on the left sidebar.
• The Overview tab is displayed by default.

The dashboard is divided into the following sections:

• Ongoing Trips — A table showing trips currently in progress.
• Frequent Travellers — A table ranking reportees by number of trips.
• Quick Summary — Key metrics including upcoming trips, unreported trips, unreported advances, and unsubmitted transactions.
• Spend Summary — A line chart showing total team spend over time.
• Top Policy Violations — The total number of policy violations and a breakdown by violation type.
• Top Expenses by Category — A bar chart ranking expense categories by spend.
• Top Policy Violators — A table listing reportees with the most policy violations.

Ongoing Trips

The Ongoing Trips widget displays a table of trips that are currently in progress for your reportees.

Each row shows:

Click any row to view the trip details.

Frequent Travellers

The Frequent Travellers widget displays a table ranking your reportees by the number of trips they have made within the selected time period.

Each row shows:

You can use the This Year dropdown to change the time filter.

Quick Summary

The Quick Summary panel appears on the right side of the dashboard and provides at-a-glance metrics for your team:

Spend Summary

The Spend Summary widget displays the total spend by your reportees as a line chart over the selected time period.

• Use the This Year dropdown to change the time period.
• Select the Show Previous Period checkbox to overlay the previous period’s spending data for comparison. This helps you identify spending trends and compare against the prior year.

Top Policy Violations

The Top Policy Violations widget displays the total number of policy violations across your team, along with a breakdown by violation type.

• Total Policy Violations — The total count of policy violations for the selected period, shown at the top of the widget.
• Below this, a bar shows the proportion of violations by policy rule (for example, expense amount limit). Each rule is listed with its violation count and percentage share of the total.

Use the This Year dropdown to filter by time period.

Top Expenses by Category

The Top Expenses by Category widget displays a horizontal bar chart ranking expense categories by total spend. Categories are listed from highest to lowest spend, with each bar showing the category name and total amount.

Use the This Year dropdown to filter by time period.

Top Policy Violators

The Top Policy Violators widget displays a table listing the reportees with the highest total expense amounts that have triggered policy violations.

Each row shows:

Use the This Year dropdown to filter by time period.

Trips

The Trips tab displays a list of all trips submitted by your reportees. You can filter, sort, and review trip details from this view.

To view your team’s trips:

• Go to My Team on the left sidebar.
• Click the Trips tab.

Trip List Columns

The trip list displays the following information for each trip:

Filtering Trips

You can filter the trip list by status, submitted by, policy, and reportee type:

Filter by status:

• Click the All Trips dropdown at the top of the page.
• Select a filter from the list:
  • All — Displays all trips regardless of status.
  • Pending — Trips awaiting approval.
  • Approved — Trips that have been approved.
  • Unreported — Trips that have ended but for which an expense report has not yet been submitted.
  • Rejected — Trips that have been rejected.
  • Closed — Trips that have been closed.
  • Cancelled — Trips that have been cancelled.
  • Archived — Trips that have been archived.

Filter by reportee type:

• Click the Reportees dropdown at the top.
• Select Direct Reportees or All Reportees.

Filter by submitted by:

• Click the Submitted By dropdown and select a specific reportee to view only their trips.

Filter by policy:

• Click the Policy dropdown and select a policy to view only trips submitted under that policy.

Sorting Trips

To sort the trip list:

• Click the More icon in the top right corner of the Trips tab.
• Under SORT BY, select a sort criterion: Submitter, Submitted Date, Trip#, Destination, Start Date, Status, or Approver.
• Click Refresh List to reload the trip list with the latest data.

Reports

The Reports tab displays a list of all expense reports submitted by your reportees. You can filter, sort, and review report details from this view.

To view your team’s expense reports:

• Go to My Team on the left sidebar.
• Click the Reports tab.

Report List Columns

The report list displays the following information for each expense report:

Filtering Reports

You can filter the report list by status, submitted by, policy, and reportee type:

Filter by status:

• Click the All Reports dropdown at the top of the page.
• Select a filter from the list:
  • All — Displays all reports regardless of status.
  • Pending — Reports awaiting approval.
  • Overdue — Reports that have exceeded their approval due date.
  • Awaiting Reimbursement — Approved reports that have not yet been reimbursed.
  • Rejected — Reports that have been rejected.
  • Reimbursed — Reports that have been fully reimbursed.
  • Archived — Reports that have been archived.

Filter by reportee type:

• Click the Reportees dropdown.
• Select Direct Reportees or All Reportees.

Filter by submitted by:

• Click the Submitted By dropdown and select a specific reportee to view only their reports.

Filter by policy:

• Click the Policy dropdown and select a policy to view only reports submitted under that policy.

Sorting Reports

To sort the report list:

• Click the More icon in the top right corner of the Reports tab.
• Under SORT BY, select a sort criterion: Created Time, Submitter, Submitted Date, Report#, Report Name, Status, Approver, Total, or To be Reimbursed.
• Click Refresh List to reload the report list with the latest data.

Advances

The Advances tab displays a list of all advances requested or recorded by your reportees. You can filter and review advance details from this view.

To view your team’s advances:

• Go to My Team on the left sidebar.
• Click the Advances tab.

Advance List Columns

The advance list displays the following information for each advance:

Filtering Advances

You can filter the advance list by status, reportee type, and submitted by:

Filter by status:

• Click the All Advances dropdown at the top of the page.
• Select a filter from the list:
  • All — Displays all advances regardless of status.
  • Unreported — Advances that have not yet been applied to an expense report.
  • Reported — Advances that have been applied to an expense report.
  • Fully Returned — Advances that have been fully returned/settled.
  • Awaiting Approval — Advances pending approval.
  • Approved — Advances that have been approved.
  • Rejected — Advances that have been rejected.

Filter by reportee type:

• Click the Reportee Type dropdown and select All, Direct Reportees, or All Reportees.

Filter by submitted by:

• Click the Submitted By dropdown and select a specific reportee to view only their advances.

Analytics

The Analytics tab provides access to reports on your team’s trips, expenses, and expense reports, so you can dive deeper into spending trends and policy compliance beyond the summary widgets in the Overview tab.

To view your team’s analytics:

• Go to My Team on the left sidebar.
• Click the Analytics tab.
• Click the report you want to view.