Create and Submit an Expense Report  

You will submit an expense report once all transactions have been completed. The report will go to your supervisor for review and approval. There are two ways to create and submit an expense report: 1) through the Expenses & Transactions tab in the left menu or 2) through the Reports tab in the left menu.  

 

Create and submit a report through the Expenses & Transactions tab: 

  1. On the Expenses & Transactions page, check the boxes for the expenses you want to include in your report.  

  2. Select “Submit”. This opens a “Submit New Expense Report'' window. By default, your newly created report is named “General Report <today’s date>”. Change the name of the report, if desired, and select “Submit”.  




Create and submit a report through the Reports tab: 

  1. On the Reports page, select “Create Report”. This opens a “New Expense Report'' window. 

  2. You can add a report name or leave the default. Click "Add." This creates the report, and now you can add expenses to it.  

  3. Select the report to open it, and at the bottom of the page, select “Add Expenses”. 

  4. Add your expenses as needed.  

  5. Each expense you add now appears on the report page.  

  6. When you are ready to submit the report, select “Submit” at the bottom of the page.  

Regardless of which way you create and submit an expense report, if you have expenses or transactions in it that are missing information, you will be prompted to complete them before submitting the report. You can also add comments to the report before or after submitting for context if necessary. These are visible to your approvers and they can respond as well. 

 

Assign expenses and transactions to an existing report 

You can also assign expenses and transactions to a report that you’ve already created:  

  • Create an expense. In your expense details, select “Assign to Expense Report” (see Figure 5) and select from a list of your open reports. 

    Figure 5. Expenses and Transactions, Expense Details screen; assign to expense report field is outlined for emphasis

     Figure 5. “Assign to Expense Report” field on the Expense Details screen

  • From the Expenses & Transactions page, select one or more rows, select “Assign to Report” from the bottom menu, and select from a list of your open reports. 

  • Open a report and at the bottom of the page, select “Add Expenses”. Add your expenses as needed. Each expense you add now appears on the report page.  

  • (Mobile-only) You have the option of adding ‘From Existing' expense in the ‘Add’ menu. This will present a list of unassigned expenses & transactions where you can choose one or many to assign to your report. 

Edit your report 

Once you’ve created a report, but before submitting it, you can take the following actions: 

  • Change the title: Open the report and select “Edit Report”.  

  • Add, edit, or remove expenses and transactions:  

    • Add expense or transaction: See the previous section of this article.  

    • Edit expenses and transactions: Open the report and select an expense or transaction. Edit the fields as needed and then select “Save Expense”. 

    • Remove expenses and transactions from a report: Open the report and select the expense or transaction you want to remove. In the “Assign to Expense Report” field, change the report to a different report. 

  • Add or respond to comments: Open the report and select the “Add Comment” field on the right side of the page. After you add your comment, select “Send”.  

Check your report status 

To view the status of your expense report, select “Reports” from the left menu:  

  • Reports in the “Open” tab have not been submitted or are pending manager approval. 

  • Reports in the “Paid” tab have been approved, and you can expect your corporate card to be paid.