Frequently Asked Questions (FAQs) About Administering Expense

Expense Policies and Settings

How do I create a new expense policy?

Click the Expense and Receipt Policies link in the left column of the Services | Expenses page. Click Create Expense Policy. Enter the information, and click Save. See Setting Up Expense and Receipt Policies for details.

How do I create a new receipt policy?

Click the Expense and Receipt Policies link in the left column of the Services | Expenses page. Click Create Receipt Policy. Enter the information, and click Save. See Setting Up Expense and Receipt Policies for details.

How do I edit an existing expense or receipt policy?

Click the Expense and Receipt Policies link in the left column of the Services | Expenses page. Select the policy, and then click the View link in the right column of the policy. You can then click the Edit button to edit the policy information, and click Save. See Setting Up Expense and Receipt Policies for details.

How do I activate or deactivate an expense policy?

Click the Expense and Receipt Policies link in the left column of the Services | Expenses page. Select the policy, and then click the View link in the right column of the policy. You can then click the Edit button. Click on the Active check box to change the status of the policy, and click Save. See Setting Up Expense and Receipt Policies for details.

How do I activate or deactivate a receipt policy?

Click the Expense and Receipt Policies link in the left column of the Services | Expenses page. Select the policy, and then click the View link in the right column of the policy. You can then click the Edit button. Click on the Active check box to change the status of the policy, and click Save. See Setting Up Expense and Receipt Policies for details.

Payment and Expense Types

How do I know which payment types to activate?

Select Personal Accounts if your employees use their own personal accounts and they pay their bill for them. If your company also offers corporate accounts, select Individual Pay if users pay the bill, and select Company Pay if the company pays the bill. See Setting Up Payment Types for details.

How do I create a new expense type?

Click the Expense Types link in the left column of the Services | Expenses page. Click Create Expense Type. Enter the information and click Save. See Setting Up Expense Types for details.

How do I edit an existing expense type?

Click the Expense Types link in the left column of the Services | Expenses page. Select the expense type, and then click the View link in the right column of the expense type. You can then click the Edit button to edit the expense type information. After making changes, click Save. See Setting Up Expense Types for details.

How do I activate or deactivate an expense type?

Click the Expense Types link in the left column of the Services | Expenses page. Select the expense type, and then click the View link in the right column of the expense type. You can then click the Edit button to edit the expense type information. Click to check or uncheck the Active checkbox to change the status, and click Save. See Setting Up Expense Types for details.

Custom Fields

How do I create custom fields for expense types?

Click the Custom Fields link in the left column of the Services | Expenses page. Click Create Custom Field. Enter the information and click Save. See Setting Up Custom Fields for details.

How do I edit a custom field?

Click the Custom Fields link in the left column of the Services | Expenses page. Select the custom field, and then click the View link in the right column of the custom field. You can then click the Edit button to edit the custom field information. Make the changes and click Save. See Setting Up Custom Fields for details.

How do I activate or deactivate a custom field?

Click the Custom Fields link in the left column of the Services | Expenses page. Select the custom field, and then click the View link in the right column of the custom field. You can then click the Edit button to edit the custom field information. Click to check or uncheck the Active checkbox to change the status, and click Save. See Setting Up Custom Fields for details.

Upgrading Expense to Full Access

How do I update Expense to Full Access for my employees?

1. Click the Admin Access tab (visible only to administrators) at the top of the Home page. The Admin Access Home page appears. 
2. Choose Expense from the Services drop-down menu. The Services | Expenses page appears. 
3. Click the Upgrade Now button under the Upgrade Expense heading. Provide a credit card and the billing address for the card, and click Upgrade.

Expense allows users to create, save, and print expense reports for free.

Full Access allows employees to submit expense reports that start expense workflows in your organization. It also allows employees to update their Digital Wallet. As an administrator, you can set up employees to approve reports, process reports, and export reports.

Where do I find pricing information for Expense Full Access?

1. Click the Admin Access tab (visible only to administrators) at the top of the Home page. The Admin Access Home page appears. 
2. Click the Billing tab. The Billing Overview page appears. 
3. Click the Pricing link in the left column. 

What is an active user, for Expense billing purposes?

A user is considered active if the user performs any of the following actions:

• Add an account to the Digital Wallet
• Update Digital Wallet transactions
• Submit report for approval
• Approve report
• Process a report (batch)
• Export a report (batch)

How do I find a list of active users for each month?

Click the Admin Access tab (visible only to administrators) at the top of the Home page. Select Billing History under Billing. Each historical statement includes a list of active users for that billing cycle.

How do I discontinue Full Access?

1. Click the Admin Access tab (visible only to administrators) at the top of the Home page. The Admin Access Home page appears. 
2. Click the Billing tab. The Billing Overview page appears. If Billing has been set up, the option to Discontinue appears in the left column of the Billing page. 
3. Click Discontinue in the left column. Information appears about how to cancel the service.