Click ‘Add’ at the top of the Expense claim overview to create a new expense claim period. If you have already created an expense claim and would like to add another expense claim for the same period (month), click on the line in the overview to add a new expense line.

Several fields will be auto-filled for you. You have to fill in the other fields yourself.

• Period
  

This field will automatically be set to the current month. You can add multiple expense claims per month (period). You can do this by adding several expense lines for this period at the top of the screen.  

• Explanation
  

This field lets you add an explanation This explanation will apply to all expense lines belonging to this period. To add an explanation for a specific expense, fill in the explanation field for that specific ‘expense line’.

• Attachment(s)
  

If you want, you can add an attachment here.

Expense claim line

• Favourite
  

If you often submit the same expense claim, e.g. for the same travel expenses every week, you can create favourites. If you have multiple favourites, you can select them from this field.

Click on the star at the top right of an expense line to add that line to your favourites.

• Organisational unit
  

This field will be filled with the organisational unit (OU) to which you belong. In some cases, employees may work for various parts of an organisation and therefore belong to multiple organisational units. In that case, you can select the OU to which you would like to submit your expense claim. Using the star behind this field lets you favourite the chosen value. The system will auto-fill the same OU next time you make an expense claim. Of course, you can change this if necessary.

• Administrative records
  

Depending on your organisation’s settings, this field may be visible or invisible.

Here, you can select the administrative records to which your expense claim belongs.

• Cost centre
  

Depending on your organisation’s settings, this field may be visible or invisible.

Here, you can fill in the cost centre for the expenses in question.

• Date
  

Here, you can select the date on which you made the trip in question. This field is set to the first day of a new period by default, but you can change the date as required.

Type

With type, you can indicate that you are making a travel expense claim.

• Description
  

In this field, you can provide a description of the trip in question, e.g. the purpose of the trip.

• From/To
  

After selecting ‘Travel expense’ as your expense claim type, the fields ‘From’ and ‘To’ will appear. Here, you can fill in the point of departure and destination of your trip. You can also use the blue icons behind the fields to enter these locations.

	Clicking on the house icon next to the ‘From’ or ‘To’ fields will auto-fill the field with your favourite address. To set a favourite address, add a new address under Addresses and set it as your favourite under My Profile.
	By clicking on the arrows, you can switch between manual entry or a selection list with available addresses. If you click this icon, a small arrow will appear in the field which you can use to navigate through your various addresses. To create a list, you will first have to add addresses in the Addresses menu item.

Using the blue icons next to the fields, you can fill in the addresses that you have added in the Addresses menu item (See Chapter 4). After you have filled in the fields, ProActive will use Google Maps to calculate the distance and the corresponding amount. 

• Distance and Amount
  

Click the calculator icon next to this field to calculate the distance and corresponding amount. Spend Cloud calculates the distance using Google Maps. Clicking on the location icon lets you see whether Spend Cloud is using the right locations. 

• Copy line as
  

By clicking the buttons ‘Return trip’ or ‘Follow-up trip’, Spend Cloud will automatically create a new line, using the same values as the copied line. When you select ‘Return trip’, the locations will automatically be switched around. If you select ‘Follow-up trip’, you will have to enter a new destination. 

• Explanation
  

Any information you would like to add about your expenses can be added here. 

• Attachment(s)
  

Here, you can add files if necessary.

You can add multiple expense claims for the same period by clicking on ‘Add expense line’ at the top of the screen. This lets you keep all your expense claims for one month in the same place so that you can submit them all at once.

After filling in at least all the mandatory fields (marked with a *), you can ‘Save’ or ‘Save and submit’ the expense claim.

Click ‘Save’ if you add expense claims early on in a period, as this will let you add more expenses later on in the same period. When you have added all your expenses for the period, click ‘Save and submit’.