Submit Expense Reports

Once you’ve added expenses and advances, and resolved policy violations, you can submit an expense report for approval. In this help document, you’ll learn how to do these actions.

Resolve Policy Violations in an Expense Report

If your expense report or the expenses in the report have violated your organization’s policies, the violations will be highlighted in the expense report. You can resolve the violations and submit the expense report. There are two types of policy violations: Warning Violations: This type of violation warns you regarding the policy violations you’ve made in your expense report. You can either resolve the violation or submit the expense report and leave it to the approver to approve or reject the expense report. Blocking Violations: This violation blocks you from submitting the expense report. You have to resolve the blocking violations to submit the expense report.

To resolve the violations in an expense report:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the expense report with policy violations.
• Click View to view details of the violation.
• Click Update to edit your expense or your expense report as per your company’s policy and resolve the violations.

Add Expenses to an Expense Report

Once you’ve created an expense report, you can add expenses to it.

To add expenses to an expense report:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the expense report for which you want to add expenses.
• If you have any unreported expenses, you can add them to a expense report by clicking Add Unreported Expenses. Select the relevant expenses and click Add Expenses.
• To add a new expense, click **+ New Expense **or click the Add Unreported Expenses dropdown and select New Expense to create a new expense for the expense report.

Remove Expenses From an Expense Report

If you’ve added expenses to an expense report by mistake, you can remove them.

To remove expenses from an expense report:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the expense report from which you want to remove the expenses.
• Go to the Expenses tab.
• If you want to remove an individual expense, click the More icon next to the advance and select Remove.
• If you want to remove multiple expenses, click the check towards the left of the advances and click Remove at the top.
• Click Confirm in the pop-up that appears. The expenses will be removed from the report and will be listed as Unreported expenses.

Record an Advance in a Expense Report

If approval is not configured for Advances module in your organization, employees can directly record the advances they’ve received inside reports.

To record advances in expense reports:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the expense report for which you want to record an advance.
• Click the Advances & Refunds tab.
• Click Record Advance.
• Fill in details in the pop-up that appears and click Record Advance. The advance will be applied to the expense report, and it will be available in the Advances & Refunds tab.

Apply Advances to Expense Report

You can apply the advances you’ve received to your expense reports. Once you apply an advance to a expense report, the advance amount will be deducted from the reimbursable total and the balance will be reimbursed to you.

To apply advances to an expense report:

• Go to Travel and Expense on the left sidebar.
• Click **Expense Reports.
• Click the expense report for which you want to apply advance.
• Go to the Advances & Refunds tab.
• Click Apply Advance.
• In the pane that appears, select the advances you want to apply to the expense report.
• Click Apply Advances. The selected advances will be applied to the expense report.

Remove Advances From Expense Report

If you’ve applied wrong or irrelevant advances to an expense report, you can remove them.

To remove advances from an expense report:

• Go to Travel and Expense on the left sidebar.
• Click **Expense Reports.
• Click the expense report from which you want to remove the advances.
• Go to the Advances & Refunds tab.
• If you want to remove an individual advance, click the More icon next to the advance and select Remove Advance.
• If you want to remove multiple advances, click the check towards the left of the advances and click Remove at the top.
• Click Remove in the pop-up that appears. The advances will be removed from the expense report and will be listed as Unreported advances.

Attach Documents to Expense Report

You can attach documents your approver might want to view while reviewing a report. Let’s understand this better with the help of a scenario.

To attach documents to a report:

• Go to Travel and Expense on the left sidebar.
• Click **Expense Reports.
• Click the expense report for which you want to attach documents.
• Click the + icon in the Documents section on the right side of the expense report.
• You can upload documents either by dragging and dropping them into the pop up or uploading them from your computer or a cloud account. You can upload a maximum of 5 files of 10MB each.
• The file can be of any of the following formats:
  • JPEG (JPG)
  • PNG
  • PDF
  • DOC (DOCX)
  • XML
• Your approver can view the files in the Documents section on the right side of the report.

Submit Expense Report

After you’ve added expenses and advances, and resolved policy violations, you can submit an expense report for approval. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the report that you want to submit.
• Click Submit in the top right corner.
• If the expense report has blocking violations, you will not be able to submit it. Click Update, resolve the violations, and submit the report again.
• In the pop-up that appears, select your approver.
• Enter the email address to whom you want to carbon copy the expense report.
• Click Submit. Your report will be submitted to the approver.

Submit Expense Reports in Bulk

You can submit multiple expense reports at once for approval. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Select the expense reports you want to submit for approval.
• In the pop-up that appears, select your approver.
• Click Submit. All the selected expense reports will be submitted to the approver.

Recall Submitted Expense Report

If you want to edit an expense report that has already been submitted, you can recall it and make the changes.

To recall a submitted expense report:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the submitted report you want to recall.
• Click Recall in the top right corner.
• Click Recall again to confirm your action. The report’s status will be updated to Recalled.
• Click the Edit icon in the top corner.
• Make the necessary changes and click Save.
• You can also edit the expenses and the advances in the expense report.
• After editing the expense report, click Re-submit to submit it for approval again.
• In the pop-up that appears, select your approver.
• Click Submit and your expense report will be re-submitted for approval with the updated details.