Expense Claims

Submit and manage expense reimbursements.

Table of Contents

1. Expense Categories
2. Submitting an Expense
   1. Step-by-Step
   2. Receipt Requirements
3. Expense Statuses
4. Approving Expenses (Managers)
   1. Approval Process
   2. Approval Limits
5. Expense History
   1. Viewing Past Claims
   2. Exporting
6. Expense Policies
   1. Eligible Expenses
   2. Ineligible Expenses
   3. Reimbursement Timeline
7. Tips for Fast Approval

---

Expense Categories

Category	Code	Description
Client Entertainment	CE	Client meals and entertainment
Travel	TRV	Business travel expenses
Office Supplies	OS	Office supplies and equipment
Training	TRN	Training and development
Software & Subscriptions	SW	Software licenses

---

Submitting an Expense

Step-by-Step

1. Navigate to Expenses > Submit Claim
2. Select Category
3. Enter Description
4. Enter Amount
5. Select Expense Date
6. Upload Receipt (recommended)
7. Click Submit

Receipt Requirements

• Clear, legible image or PDF
• Must show:
  • Vendor name
  • Date
  • Amount
  • Items purchased
• Maximum file size: 5MB

Keep original receipts for audit purposes.

---

Expense Statuses

Status	Description
Pending	Awaiting approval
Approved	Claim approved, pending payment
Rejected	Claim denied
Paid	Reimbursement completed

---

Approving Expenses (Managers)

Approval Process

1. Go to Expenses > Pending Approvals
2. Review claim details
3. Check receipt
4. Verify category and amount
5. Click Approve or Reject
6. Add comments (optional for approval, required for rejection)

Approval Limits

Role	Approval Limit
Manager	Up to $1,000
HR	Up to $5,000
Admin	Unlimited

---

Expense History

Viewing Past Claims

1. Navigate to Expenses > My Claims
2. Use filters:
   • Date range
   • Status
   • Category
3. Click any claim for details

Exporting

Export expense data for:

• Personal records
• Tax purposes
• Audit requirements

---

Expense Policies

Eligible Expenses

• Business travel (approved in advance)
• Client meetings and entertainment
• Office supplies for work
• Training and certifications

Ineligible Expenses

• Personal expenses
• Commuting costs (unless traveling)
• Alcohol (except client entertainment)
• Fines and penalties

Reimbursement Timeline

Status	Timeline
Approval	Within 5 business days
Payment	Next payroll cycle

---

Tips for Fast Approval

1. Submit claims promptly (within 30 days)
2. Choose correct category
3. Provide clear description
4. Attach legible receipt
5. Stay within budget guidelines