[HR] Create and Submit an Expense Request

Created by Felixe Sergerie-Dostie, Modified on Mon, 24 Feb at 1:31 AM by Joannie Bouchard

Click on the icon located above this line to open this article in your browser.

The article concerns the following role(s):
MHR

The article requires the following module(s):
EXPENSE REPORT

Before You Begin:

Submitting an expense request is divided into three main steps, which should be well understood before starting the submission process:

Expenses:
The first step is to create your expense, for example, a business dinner.
Details:
Next, within the expense itself, you will need to enter the minimum required details of the expense, such as:

Meal: 148.89
Tip: 22
Taxes: 171.18

Your company may not require you to provide such a detailed breakdown for each expense. You should check with your HR team to understand their specific requirements.
Account:
Each expense (and its details) must be linked to an expense account, which will be submitted for approval. An expense account may contain one or multiple expenses. You should check with your HR team to understand their specific requirements.

1. Create a New Expense

On the Web App: On the Mobile App: 

1. Click on the "Add" button.
2. Click on "New Expense".
3. In the "[1] Identification" section:

Select the department associated with the expense.

Select the client associated with the expense (this field may not be activated by your company).

Select the province associated with the expense.

Enter the reason (comment) for your expense request.

Click "Next".

4. In the "[2] Details" section:

Choose the expense category. Depending on the selected category, enter the quantity (either in "Money" or "Quantity").

The "Reimbursed Amount" field will be filled automatically.

Check the "To be reimbursed" box if the expense request is refundable.

Click the disk icon to save the expense details.

You can add another detail for the same expense (e.g., if your company requires you to enter the tip or taxes separately) by clicking "Add". Otherwise, proceed to the next step.

5. Click "Next".

6. In the "[3] Documents" section:

Add a description for the file you are about to upload.

Select the expense detail line to which the attachment should be linked.

Click the 'Browse' button to select the proof of the expense (e.g., a receipt), then click 'Upload'. 

Click "Upload" once again. 

7. Click "Save".

8. Click "Next".

9. Click "Close".

10. Repeat these steps for all your expenses.

Sorry, this feature is not available on the mobile application.

2. Associate an Expense with an Account (New or Existing)

	On the Web App:		On the Mobile App:
	11. In the "Assign and Remove Expenses" section, select "New" or choose an existing expense account. 12. Check the expenses you want to associate with the account selected in the previous step. 13. Click on "Apply". 14. At the bottom of the grid, check the box "Check to assign and submit all your expenses". 15. Click on the "Submit All" button.		Sorry, this feature is not available on the mobile application.