(Via Website)
Part 1: Steps to Submit Claims on Behalf of Your Colleagues
1. Click .
2. Go under .
3. Under Expenses tab, click and Select the name of the staff you wish to submit the expense for.
The screenshot shows that I am submitting a Single Claim for Inigo. Add in the necessary details below and click on the button once completed.
3. Go to Reports tab and click the button. Add in the necessary details and tick the box for the Expense you wish to submit for your staff and click
.
4. After you clicked on the Save button, you will be directed back on the Report page. Click the icon of the Report that you just created and it will show you the Expense and Report details:
5. To complete the submission, tick the box as shown above and click on the button. A confirmation message should show on the screen once done.
*Note: If you are unable to submit claims on behalf of your colleagues, please check with your admin to confirm if this feature has been set up. They can then follow the next section for further instructions.
Part 2: Instructions for Expense Administrator to Review Settings
**Note: If you cannot see the "Claim for Others" settings, please contact our support team to have the Expense Approval Workflow feature enabled in your account.
In order to use the "Submit on Behalf" feature for expense claims, the setup outlined below must be completed. This can be done by the administrator.
1. From the main menu, go to .
2. Click on .
3. Under tab, search for the user whom you wish to do the submission for. Click on the pencil icon under the Action Column
Add the name/s under “Claim for Others” field for him to be able to submit the claims for them.
NOTE: If Approval WorkFlow is enabled on your account, you will immediately see Claim for Others column when you go to
Example: Inigo is assigned to Esper, meaning Esper can submit expenses on behalf of Inigo.
(Via Mobile App)
Part 1: To submit the Claim via Mobile app
Step 1: Log in to the app.
Step 2: Tap .
Step 3: Press the function
Step 4: Select the name of the staff that you wish to submit the expense for and this will show after:
Step 5: Go to . Click on the
icon and you will be brought to a page where you can input the expense details that you would like to submit.
Step 6: Click on to show the list of available categories.
Step 7: Click on and a calendar will show up for you to choose the date the expense was incurred.
Step 8: Input the amount in field (negative value is not allowed).
Step 9: (Optional) Tap on to view the different tax rates that you can choose from.
Step 10: Type in a brief description on the field.
Step 11: Tap on to add the expense to an existing report, or if you'd like to create a new one. You can also leave this blank at this point and add the expense to a specific report at a later time.
Step 12: Tap on to choose from your device’s photo gallery, or to take a photo of receipts or documents that you would like to attach to this submission.
NOTE: The mobile app can auto-scan the receipt and populate the amount into Expenses detail when the user takes a photo of a receipt.
Step 13: Click in the upper right corner of your screen.
Step 14: You should see the screen like the one below:
NOTE: If you have multiple Expense records, continue to create, and prepare expenses here.
The status of the expense created will be “Unreported”. This means that this hasn’t been added to a report and cannot be submitted for approval yet.
Part 2: Prepare Expenses Record for Submission
Step 1: Go to .
Step 2: Click on the icon .
Step 3: You will see this screen below:
Step 4: Type in the title of the report (e.g., local expense) in the field.
Step 5: Indicate the coverage period of the expense items to be included in this report in the fields.
Step 6: This field will appear depending on how your account is set up. You can input the purpose for this report into this field.
Step 7: Once done, click on .
Step 8: Click on the report that was just created.
Step 9: Click on “Include Expense” .
Step 10: The screen will show all the expenses created. You can choose the expenses you want to include in the report and click on “Include” on the upper right corner.
Step 13: Click on the Submit button at the lower part of the screen and you will receive a confirmation message that it was successfully submitted.
NOTE: If in case after submission you would like to modify any of the information you have submitted, you can click on the button at the bottom of the screen.