Frequently Asked Questions (FAQs) about Expense

Overview

What is an expense report?

An expense report is a collection of transactions for reporting business expenses. It can also include attached receipts. See Creating an Expense Report for details.

What is the Digital Wallet?

The Digital Wallet is a convenient location to securely store your receipts and transactions from credit card and bank accounts. You can use the Digital Wallet to quickly select transactions and receipts to include in expense reports. See Using the Digital Wallet for details.

About Expense Reporting

How do I get reimbursed? 

It depends on your company policies and procedures. Your company may issue your reimbursement via a check or direct deposit. Please contact your company administrator or accounting department for details.

When do I get reimbursed? 

Your report is assigned a planned payment date after it is approved and processed for payment. To view this date, go to My Reports and locate the report. You may have to click View finalized reports to locate a fully processed report. See Viewing Expense Reports for details on viewing reports.

How do I manage paper receipts?

You can capture receipts on a mobile device using the Mobile App. See Using Expense with the Mobile App. You can also email images of your receipts directly to your unique email address for the Digital Wallet, or upload images directly. For details on uploading receipts, see Adding Receipts to the Digital Wallet.

Are receipts required?

It depends on your company policies. Please contact your company administrator or accounting department for details.

Can someone submit expense reports on my behalf?

Yes. A delegate is someone who can create and submit expense reports for you. For example, if you are a manager, you might make your administrative assistant a delegate for submitting your expense reports. In addition, a delegate approver is someone who can approve expense reports for an Expense approver. For example, if you are a manager about to go on vacation, you could make your administrative assistant a delegate approver to approve your team's expense reports until you get back. For details, see "Delegates" in Personal and Business Information.

How do I find an expense report that was not reimbursed? 

Expense reports, including ones that have not been reimbursed, appear under the My Reports tab. See Viewing Expense Reports for details on viewing reports.

How do I find a denied expense report or transaction? 

Expense reports, including ones that have been denied or include denied transactions, appear under the My Reports tab in red. See Viewing Expense Reports for details on viewing reports. For details on how to look for out-of-policy transactions, and how to submit or take back an expense report, see Submitting or Taking Back an Expense Report.

Where do I find my expense reports that have been reimbursed? 

Expense reports, including ones that have been reimbursed, appear under the My Reports tab. See Viewing Expense Reports for details on viewing reports. 

When do I need to submit an expense report? 

This depends on your company policies. Please contact your company administrator or accounting department for details.

Working with Expense Reports

How do I create a new expense report? 

Click Create New Report under the My Reports tab, or drag a transaction or receipt from the Digital Wallet. Enter the Report name and Purpose, and click Create Report. See Creating an Expense Report for details.

How do I add a transaction to an expense report? 

You can import transactions directly from a credit card if you link the account to your Digital Wallet. See Using the Digital Wallet for details. You can add transactions manually as line items in the expense report. See Adding and Editing Expense Report Line Items for details.

How do I create a transaction from a credit or debit card purchase? 

You can add your card to your Digital Wallet. Once you have done this you can drag one or more transactions from your Digital Wallet to an expense report. See Using the Digital Wallet for details. You can also add transactions manually as line items in the expense report. See Adding and Editing Expense Report Line Items for details.

How do I add cash, check, or other out-of-pocket transactions? 

You can add transactions manually as line items in the expense report. See Adding and Editing Expense Report Line Items for details.

How do I enter a personal charge made with a corporate card? 

Please check with your company administrator or accounting department. You can choose the Non-business Personal expense type in the Type drop-down menu when adding such transactions, which will ensure that calculations are performed correctly. For details on choosing the expense type when adding line items, see Adding and Editing Expense Report Line Items.

How do I delete a transaction from an expense report? 

Check the box next to the line items you would like to remove, and choose Remove Selected from the More Actions dropdown menu. You can also open a line item and click the Delete button at the bottom of the line item detail view. See Removing or Changing a Line Item Receipt in an Expense Report for details.

How do I itemize a transaction? 

After opening an expense report, click to open a line item, and click the Itemize button at the bottom of the line item detail view. Enter the items that need to be itemized. For details, see Itemizing an Expense Report Line Item.

How do I split out a personal amount from a transaction? 

Create the transaction and click Itemize. The itemize list appears. Enter the transaction that should be reimbursed, and in the second line enter the Non-business expense Type and Amount. Click Save. For details on itemizing line items, see Itemizing an Expense Report Line Item.

How do I remove an itemized transaction? 

Open the transaction, and click Adjust itemization. To remove an itemized line, click the "x" next to the line.  Once all itemizations have been removed, the original line item can be deleted from the report. For details on itemizing line items, see Itemizing an Expense Report Line Item.

How do I add a receipt to a transaction? 

Click on an expense report line item, and then click Attach Receipt. For details on attaching receipts to expense report line items, see Attaching a Receipt to an Expense Report Line Item. For details on uploading receipts, see Adding Receipts to the Digital Wallet. You can also use the Mobile App to capture receipts and add them to transactions — see Using Expense with the Mobile App.

How do I add notes to a transaction? 

Add notes to the Description field of the line item in the expense report. If you remove the line item, any notes will be lost. For details on editing expense report line items, see Adding and Editing Expense Report Line Items.

How do I correct an expense report I've already submitted? 

If the report has not yet been approved, select the report you need to correct and click Take Back. Make the necessary corrections and resubmit the report. For details on how to look for out-of-policy transactions, and how to submit or take back an expense report, see Submitting or Taking Back an Expense Report.

How do I correct a denied expense report or transaction? 

Open the denied report and click the History tab to see why the report was denied. Based on the information in History, make the appropriate corrections to the report and click Submit. For details on viewing reports, see Viewing Expense Reports.

How do I see the history of an expense report?

Open the expense report, and click the History tab in the report. All system actions on the report are shown here, along with any associated notes. See Viewing Expense Reports for details.

Using the Digital Wallet

How do I know my information is secure?

Bank-level encryption is used for your sign-in information. We cannot modify accounts connected to your Digital Wallet in any way.

How do I show transactions for my recent trips booked through Travel?

Trip transactions booked through Travel appear in the Digital Wallet. If your site has enabled Automated Receipt Processing, travel transactions in your card accounts are also matched to receipts. You may want to refresh the Digital Wallet to import the newest transactions. You can also click Filter to filter the list of items in the Digital Wallet to show items in a date range. For details, see Viewing Transactions in the Digital Wallet. Be sure the credit cards you used for your trip are in the Digital Wallet. See Adding or Updating Accounts in the Digital Wallet for details. 

How do I view the latest transactions in my Digital Wallet?

Refresh your Digital Wallet for the most up to date transactions. The financial institution may not have all transactions immediately available. Some transactions may post to your account up to a week after your actual purchase. For details, see Viewing Transactions in the Digital Wallet. 

How do I quickly find a specific transaction in my Digital Wallet?

Click the Digital Wallet tab. You can show only transactions from a single account by selecting the account in the dropdown menu. You can also click Filter to filter the list of transactions to show only those in a specific date range, or by keywords in the Description field. For details, see Viewing Transactions in the Digital Wallet. 

How do I view all transactions in my Digital Wallet?

By default, transactions from all accounts are visible, if they have not been assigned to a report. Deselect the Hide assigned transactions option to show all transactions. For details, see Viewing Transactions in the Digital Wallet. 

How do I add receipts to my Digital Wallet?

Click the Digital Wallet tab, and then click Upload a Receipt above the list of items. Choose an image file to upload and name it. You can also email your receipts to [youruserID@deem.com]. See Adding Receipts to the Digital Wallet for details.

How do I add Digital Wallet transactions to an expense report?

Click the Digital Wallet tab. You can drag and drop transactions and receipts to the expense report icon on the left side of the Expense screen, or click the checkbox next to each transaction you want to add and choose Add to New Report or an existing report from the Add to Report dropdown menu. For details, see Viewing Transactions in the Digital Wallet.

How do I add an account to my Digital Wallet? 

Click the Digital Wallet tab, and click the Manage Digital Wallet link in the upper right corner of the Digital Wallet. Then click Add Account. Give your account a nickname and choose the correct payment type. See Adding or Updating Accounts in the Digital Wallet for details.

How do I find the correct institution for my account? 

When adding an account, enter the name of your financial institution in the search box. Using quotation marks around your search term may produce more specific results. Alternatively, enter the URL where you would sign into your account. See Adding or Updating Accounts in the Digital Wallet for details.

How do I select the correct account from my institution?

After selecting and logging into an institution from the search results, the institution's accounts appear (such as personal credit cards, business credit cards, checking accounts, and so on). Be sure to select the correct account you want to add. If you are unsure, click the Website link for the institution to log directly into the institution with your credentials. You can then see the account number of the account you want to use, and compare it to the last 4 digits for the account in the Select Accounts dialog. See Adding or Updating Accounts in the Digital Wallet for details on adding an account.

How do I choose the correct payment type for an account?

Select Personal Account if the card is your own account. Select Corporate Credit Card if the card is provided by your company. See Adding or Updating Accounts in the Digital Wallet for details.

How do I remove an account from my Digital Wallet?

You should not remove accounts with transactions that are attached to an expense report. While viewing the Digital Wallet, click the Manage Digital Wallet link in the upper right corner of the Digital Wallet, and then click Remove above the accounts you want to remove. Click OK to confirm account removal.

How do I change my sign-in information for an account in my Digital Wallet?

Click the Digital Wallet tab, click the Manage Digital Wallet link in the upper right corner of the Digital Wallet, and then click Update login. Enter your sign-in information and click Continue. See Adding or Updating Accounts in the Digital Wallet for details.

How do I update my Digital Wallet?

Click the refresh arrow in the top right corner of the Digital Wallet. Choose a date range, and click Update. For details, see Viewing Transactions in the Digital Wallet. 

Approving Expense Reports

How do I set up someone to approve reports on my behalf?

This is currently not available in Expense. Look for this feature in a future update.

How do I view reports that have not been submitted for my approval?

Click the Staff Reports tab, click Pending Approval Reports, and then select Unsubmitted Reports. See Locating Staff Expense Reports for details.

How do I view reports that require my approval?

Check the notification bar above the list of reports in Expense. If you do not see this bar, you have no reports to approve. If a notification appears, click Approve reports. You can also find the expense reports awaiting your approval by clicking the Staff Reports tab. See Locating Staff Expense Reports for details.

How do I approve an expense report?

Click the Staff Reports tab, select a report, and click Approve. See Approving or Denying an Expense Report for details.

How do I deny an expense report?

Select an expense report, click Deny Entire Report, and enter a reason for your denial. This reason is recorded under the History tab and sent to the submitter for possible revisions. See Approving or Denying an Expense Report for details.

How do I deny a transaction on an expense report?

Select an expense report awaiting your approval, click a line item in the report, and then click Deny this item and enter a reason for your denial. This reason is recorded under the History tab and sent to the submitter for possible revisions. See Reviewing and Denying Line Items in an Expense Report for details.

How do I make an adjustment on an expense report?

While viewing a specific report awaiting your approval, click Add Adjustment, select an expense type, and complete the fields in the dialog. Click the Add Adjustment button in the dialog. See Adjusting an Expense Report for details.

How do I view approved reports that are awaiting accounting review?

Click the Staff Reports tab, click Pending Approval Reports, and select Approved - Payment Requested Reports. See Locating Staff Expense Reports for details.

How do I view reports that I have denied?

Click the Staff Reports tab, click Pending Approval Reports, and select Denied Reports. See Locating Staff Expense Reports for details.

Working with Batches

How do I create a new batch?

Click the Pay Reports tab, and click the Payment Requested Reports tab. Drag reports over to the Create New Batch box under the Batches to Process tab, or click the check box for each report and choose Add to batch from the drop-down menu above the list of reports. See Creating a Batch of Expense Reports to Pay for details.

How do I add a report to an existing batch?

Click the Pay Reports tab, and click the Payment Requested Reports tab. Click the check box for each report and choose Add to batch from the drop-down menu above the list of reports. See Creating a Batch of Expense Reports to Pay for details.

How do I review expense reports that have been approved by all managers?

Check the notification bar above the list of reports in Expense. If you do not see this bar, you have no reports to review. You can click the Pay Reports tab and choose Payment Requested Reports to see reports to review. See Reviewing an Expense Report Before Paying for details.

How do I deny a specific transaction on an expense report?

Select a report awaiting your review, and click a line item in the report. Then click Deny this item and enter a reason for your denial. This reason is recorded under the History tab and sent to the submitter for possible revisions. See Reviewing an Expense Report Before Paying for details. 

How do I deny an expense report?

Select a report, click Deny Entire Report and enter a reason for your denial. This reason is recorded under the History tab and sent to the submitter for possible revisions. See Reviewing an Expense Report Before Paying for details.

How do I adjust an expense report?

Click the Pay Reports tab and choose Payment Requested Reports. Select a report, click the Transactions tab, and click Add Adjustment. Select an expense type, and complete the fields in the dialog. Click the Add Adjustment button in the dialog. See Adjusting an Expense Report for details.

How do I notify users about when to expect their reimbursement?

When you process a batch, Expense notifies all users with expense reports in the batch about the timing of the reimbursement. Set the planned payment date, click the checkbox for the notification option, and select Hold or Finalize the batch. See Processing a Batch of Expense Reports for details.

How do I modify an expense report that has been processed?

No changes can be made to an expense report once the batch has been processed. If your batch is on hold, only the planned payment date and batch description may be changed – see Processing a Batch of Expense Reports for details. If you finalize a batch, no further changes are allowed.

How do I process a batch?

Click the Pay Reports tab, and then click the Batches to Process tab. Select a batch and click Process Batch. For details, see Processing a Batch of Expense Reports.

How do I name a batch?

When you process a batch, enter or edit the Batch Description field. Select the field, enter your description, and press Enter. See Processing a Batch of Expense Reports for details.

Should I hold or finalize a batch when I process it?

Batches should be finalized unless there is a reason to hold the batch. You may hold batches to finalize them in groups, or wait for sufficient funds to make all payments. All processed batches should be finalized. See Processing a Batch of Expense Reports for details.

How do I print a batch?

While viewing a batch, click the printer icon directly above the Process Batch button. The batch in a window appears. Click Print. 

How do I quickly find a specific batch?

Click the Pay Reports tab to show the Payment Requested Reports list. Click the Filter button and enter the ID of the batch you are trying to locate. You can enter multiple batch IDs and ranges of batch IDs (for example: 4,6, 9-11). Click the Filter button within the filter section to search for results. See Locating Expense Reports to Pay for details.

How do I export transactions?

Click the Export tab next to the Finalize Batches tab. Select what type of report you want to export, and the report's format, and click Export. See Exporting Expense Reports and Batches for details.

Learning Expense Terminology

What is a transaction?

Information (date, location, quantity, cost, etc.) related to the purchase of a product or service. When added to an expense report, we call a transaction a line item.

What is a business expense?

A product or service purchased on behalf of your business.

What is an out-of-pocket expense?

A payment type indicating that a purchase was made using a method not available in the Digital Wallet. This includes cash, checks, or any accounts not included in the Digital Wallet.

What is Individual Pay?

A payment type indicating a company-issued account that the employee (user) pays on a monthly basis.

What is Company Pay?

A payment type indicating a company-issued account that the company pays on a monthly basis.

What is itemization?

Separating a single transaction into multiple line items that may have different expense types and must adhere to different expense policies.

What is a company account?

An expense type indicating a company issued account that the employee (user) pays on a monthly basis.

What is an expense type?

Labels used to classify and group expenses for future analysis. General ledger codes may be assigned to expense types for accounting purposes.

What is a personal account?

A payment type indicating a user-owned, user-paid account that is included in the Digital Wallet.

What is an employee account?

An expense type indicating a company issued account that the employee (user) pays on a monthly basis.

What is an expense policy?

Rules placed on expenses. These limits may be defined as a dollar amount, or per occurrence over a given period of time.

What is a General Ledger Code (GLC)?

A numerical labeling system that allows accounting and finance departments to classify expenses for analysis.

What is Personal Identifiable Information (PII)?

Personal Identifiable Information is any information that can uniquely identify you. This information can be used to impersonate you, apply for credit in your name or to misuse your identity.

What is bank-level encryption?

A strong online security method used by banks and other financial institutions to keep your user ID, password, and other financial information safe.

What does it mean to review a report?

An action taken by accounting staff prior to adding a report to a batch for processing.

What does it mean to approve a report?

An action taken by a manager to advance a submitted report to the accounting staff for review. Approvals may include comments.

What does it mean to deny a transaction or report?

An action taken by a manager (during approval) or accounting staff (during review) to send reports or transactions back to the submitter. Comments should be included to help the submitter correct items, if possible.

What is an adjustment?

An alteration made by a manager (while approving) or accounting (while reviewing) to bring transactions or an entire expense report into policy.

What is a batch?

A batch is a group of expense reports selected for payment in a single cycle. Reports may be added to or removed from a pending batch. Reports may not be added to or removed from a processed batch.

What is processing a batch?

An action taken by accounting staff to prevent any changes to reports in a batch. A confirmation is required, and once confirmed, this action cannot be undone.

What is holding a batch?

An action taken by accounting staff to store a batch without finalizing it (closing it out). Held batches may only be finalized or left as held.

What is finalizing a batch?

An action taken by accounting staff to mark all reports within a batch as fully resolved (paid or closed out). No further actions may be taken on reports in finalized batches.