Capture and submit expenses

Step by step

1. Create the draft Employee

   Employee creates an expense reports draft within their own scope and adds the business purpose and dates. Select the governing policy before line entry. Keep employee-paid and company-card spending distinguishable so a company-paid charge cannot become another employee claim.

   • Start the employee report
   • Updates Expense reports, Expense policies

2. Capture and check the evidence Employee

   Employee adds expense lines and Receipts, confirms OCR suggestions and links the original card transaction where relevant. Mileage and per-diem lines retain their date, route or locality and reviewed rate basis. An extracted amount is a suggestion and does not approve the expense.

   • Retain the expense evidence
   • Updates Expense lines, Receipts, Mileage entries, Card transactions

3. Resolve policy findings System

   The configured policy evaluation records policy violations. Employee supplies required explanations and corrects blocked items through the permitted process. A written justification does not erase the original finding or authorize a policy waiver. Only a permitted reviewer may make the corresponding exception decision.

   • Evaluate eligibility before submission
   • Updates Expense policies, Policy rules, Policy violations, Expense lines

4. Submit the report revision Employee

   Employee submits the prepared report. Preserve submission revision and the evidence used by that version, then assign the manager decision. Further material changes require recall or returned work and a new revision. The submission acknowledgment gives the employee a traceable result if delivery of a notification is delayed.

   • Route the submitted revision
   • Updates Expense reports, Expense approval steps

Employee

Cardholder, Manager, Finance Reviewer, Controller / CFO and System carry the responsibilities shown at each stage. Permissions remain scoped to the assigned work.