Using Expense Reporting

The Expense Reporting function in ExponentHR allows you to submit expenses for reimbursement online. It allows your manager and the Finance/Accounting department to review your expenses online and automatically apply the appropriate reimbursement to your paycheck.

What Features Does the Expense Reporting Tool Offer?

The Expense Reporting tool offers employees the following features:

You may enter and submit Expense Reimbursement Requests online.
You may categorize expenses by type, as defined for your organization.
You may allocate expenses to department or cost centers (if available).
You may request advances for upcoming expenses ahead of time (if available).
You may edit Expense and Advance Requests in Draft or Submitted status.
Approved reimbursements are automatically applied to your next paycheck.

What is the Typical Expense Request Approval Process?

The typical expense request approval process goes as follows:

1) You submit a reimbursement request through ExponentHR’s Expense Reporting tool.

2) Your manager is notified that you have submitted a request and reviews the request.

3) Your manager uses Expense Approval to approve or reject your reimbursement request.

Note: If your request is rejected, you are notified and may edit the request and resubmit it.

4) If your manager approves the request, you are notified. You send receipts and a copy of the Expense Request to the appropriate department (refer to your company’s policy as to when and where to submit actual receipts).

5) Finance/Accounting matches receipts to the report, performs final review, and posts the expenses to payroll. ExponentHR reimburses you for the expense by applying supplemental pay to your next paycheck.

You may view a flowchartflowchart demonstrating the process.

What Do Expense Request Statuses Mean and How do Statuses Change?

An explanation of the various Expense Request statuses is listed below.

Draft

You have not yet submitted the request to your approver.

Submitted

You have submitted a request. You need to forward receipts as specified by your company’s policy.

Approved

Your request has been approved by your manager and sent to Finance/Accounting.

Notes: You are notified when your request is approved.

Rejected

Your request has been rejected by your manager. You will not be reimbursed, however, you may edit your rejected request and resubmit it if necessary.

Note: You are notified if your request is rejected, and the notification will include your manager's reasons for rejecting the request.

Canceled

If you, your manager, or Finance/Accounting delete your Expense Request, it enters Canceled status.

Notes:

You, your manager, and Finance/ Accounting may delete a Draft, Rejected, or Submitted request.
Only your manager or Finance/Accounting may delete an Approved request.
Only Finance/Accounting may delete a Posted request.
If the request status was Draft or Rejected, you will not be notified if it is deleted.
If the request status was Submitted, Approved, or Posted, you will receive a cancellation notification.

Posted

Your reimbursement is posted to Payroll. You will be paid in the next pay cycle. Paid items cannot be deleted.

Note: You may view the reimbursement as a Miscellaneous Adjustment in your Time Clock report.

Paid

The pay period is closed. Your next check includes reimbursement.