Creating a new expense claim
In the 'Expenses' menu under 'Expense Claims', you'll find an overview of your created expense claims that are either pending submission or under review by a colleague. You can also add new expense claims from here. Expense claims can also be submitted through the app.
When you click 'Add' from the 'Expenses' section at the top of the overview, you can create a new expense claim period. If you've already created an expense claim and want to add another one for the same period (month), you can click on the row in the overview to add an expense claim item from there. If you want to read more about how to create a mileage expense claim, please read this article.
Some fields are already pre-filled for you. You'll need to fill in the rest of the fields.
- Period
This field is automatically filled with the current month. You can add multiple expense claims per month (within one period). To do this, you can add multiple expense claim items at the top for this period.
- Explanation
You can enter an explanation here. This explanation applies to all expense claim items for that period. If you want to provide specific details about a certain expense, fill in the explanation field in the 'expense claim item'.
- Attachments
If you combine all receipts for the same period into one file, you can upload that file here. You can add a receipt for a specific expense claim item within the respective item's entry.
Expense Claim lines
- Favorite
If you frequently have the same expense, like claiming lunch costs every week, you can create favorites. Once you've added multiple favorites, you can select them from this field. You can click on the star icon next to the expense claim item to add it to your favorites.
Using the stars next to specific fields, you can set default values for those fields. These will be pre-filled for new expense claims.
- Organizational Unit
This field is pre-filled with the organizational unit you belong to as an employee. If you're active in multiple parts of the organization, you can choose which organizational unit the expenses were incurred for. You can use the star icon next to this field to set the filled value as a preferred value. This value will be pre-filled for your next expense claim but can still be changed.
- Administration
Depending on your organization's settings, this field may or may not be visible. You can choose the administration where your expense claim belongs.
- Cost Center
Depending on your organization's settings, this field may or may not be visible. Here, you enter the cost center for the respective expenses.
- Date
Select the date on which the expenses were incurred. By default, the first day of a new period is filled in, but you can adjust this.
- Type
Choose the type of expense you want to claim, such as a meal allowance or public transport expenses. Read more about mileage reimbursement.
- Description
In this field, you can provide a description of the incurred expenses.
- Quantity
Depending on the type of expense, the 'Quantity' field might be visible. Enter the quantity of the goods being claimed.
- Amount
Enter the amount of the incurred expenses.
- Explanation
If you want to provide more information about the costs beyond the description, you can do so here.
- Attachments
Here, you can add files like a photo of the receipt for the expenses or a PDF summary of your public transport card expenses.
You can add multiple expense claim items to the same period by clicking 'Add Expense Claim Item' at the top. This way, you can keep all your monthly expense claims together and submit them at once.
Once you've filled in at least the required fields (marked with a star*), you can either 'Save' or 'Save and Submit' the expense claim.
Choose 'Save' if you've incurred expenses at the beginning of the period and added them. You can then add more expense claims later in the same period and submit them together. If your expense claims for the same period are complete, choose 'Save and Submit'.
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