Submitting an expense

Use the Submit Expense form to create an expense claim for reimbursement. One claim can contain several items. Open it from Self-Service > Expenses > Submit Expense, or from the Submit Expense button on the My Expenses screen.

1. Expenses — Open the Expenses group in the menu.

2. Submit Expense — Then choose Submit Expense.

3. Expense Type — Pick the kind of expense you are claiming.

4. Expense Date — When the expense happened.

5. Amount — How much you spent.

6. Submit Expense — Send it for approval.

Steps

1. Go to Self-Service > Expenses > Submit Expense.
2. Choose the Expense Date (must be today or earlier).
3. Optionally add Notes for the whole claim.
4. For each item under Expense Items:
   • Pick an Expense Type. Some types show a maximum amount underneath. Distance-based types are labelled (Auto) — see Travel-expense claims.
   • Enter the Amount. For most types this is required; for distance-based types the amount is calculated for you.
   • Optionally add Notes for the item.
   • Attach a Receipt (image or PDF). For some expense types a receipt is required, shown with a red asterisk.
5. Click Add Item to add more items, or the trash button on an item to remove it. The running Total is shown near the top.
6. Click Submit Expense. You'll be taken back to the My Expenses list, where the claim appears with a Pending status.

What you'll see

• The Total at the top of the form adds up the amounts of all items.
• If your organisation has expense guidelines or policies, they're shown on the My Expenses screen under Expense Guidelines & Policies.

Troubleshooting

• "Amount is required" / "Expense type is required" / "Receipt is required for this expense type" — Fill in the missing field on that item.
• "A travel (distance-based) expense request already exists for [date]. Only one travel expense is allowed per day." — You already have a travel item for that date on another claim. Use that one or pick a different date.
• Messages about amounts exceeding a policy limit come from your organisation's expense rules — adjust the amount or check with the team that handles expenses.