User Guide for PGA Tour: The Submitter Role

Transcription

1 User Guide for PGA Tour: For Employees who Submit their Expenses with ExpensAble Corporate If you are an employee who is using ExpensAble Corporate to submit your travel & entertainment expenses, this information is for you! This User Guide will walk you through an overview on how to use ExpensAble Corporate to handle your expenses. Contents For Employees who Submit their Expenses with ExpensAble Corporate... 1 PGA User Support... 2 Log Into ExpensAble Corporate... 2 The Overview Home page... 5 The Expense Report... 7 Create a New Expense Report... 7 Import Corporate Card Expense Create Reimbursable Expense Edit Expense Split Expense Allocate Expense (over Multiple Companies and/or Departments) Allocate Expense (over multiple Tours and/or Tournaments) Attach Receipt Attach Mobile or Receipt Attach Scanned Receipt or Saved Attachment Receipt Submit Expense Report Resubmit Rejected Expense Report Track Status of Expense Report Some Hints to Getting Started Training Videos/Help Best Practice Workflows using Mobile Application and Smartphones Using Mobile Application to Capture Receipt for Corporate Card Expenses Using Receipts to Capture Receipt for Corporate Card Expenses Using Mobile to Capture a Cash Expense Settings Settings - Receipts Validating Address Copyright ExpensAble

2 PGA User Support Support is provided in a tiered format where initial help is provided by your Administrator. Contact information is provided here. PGA ExpensAble Administrator: Shayna Dudderar (ShaynaDudderar@pgatourhq.com) Insperity Expense Management toll-free number: Insperity Expense Management support expensable.support@insperity.com Log Into ExpensAble Corporate To log into ExpensAble Corporate, you will need your company login name, your individual user ID and your individual password. Your company s ExpensAble Corporate administrator will provide this information. 1. Open a browser and go to (1) Click on ExpensAble (2) Note: Add this URL to your Favorites or Bookmarks for fast access next time. Copyright ExpensAble

3 2. Log into ExpensAble Corporate by entering your: Company ID: pgatour Username: Your Windows login (e.g. pga12345, tpc12345, sxm12345) Password: Welcome1 Click Sign In Note: Select Remember Me checkbox and the Company and Username will pre-populate for you 3. Note: ExpensAble Corporate does require pop-up windows to operate. Once you click Sign In, if you see a prompt to allow pop-ups, select Always allow. Copyright ExpensAble

4 4. During the first log in you will be asked to change your password. The Settings screen appears. Enter the current password, a new password, confirm the password and then select and answer the security question. Passwords need to be 6 or more characters and can be a combination of numbers and letters. Note: if you don t answer the security question and forget your password, your company Administrator is the only one that can reset the password. 5. Once a new password has been selected and the security question answered, click Save Copyright ExpensAble

5 6. Once the new settings are saved, the Overview page is displayed The Overview Home page The Overview Home page is the launch area for all actions in ExpensAble Corporate. What is displayed is based on the role(s) you have been assigned. Expense reports can be created, edited, tracked, approved (if you are an approver) and viewed from the Overview. Links to other functionality (as determined by the roles you are assigned) are accessed here. A summary of the Overview is shared below: Copyright ExpensAble

6 1 Quick Link Bar 2 Menu Bar 3 Toolbar 4 Related Training 5 Role Sections 6 Mobile Application icon 7 Role based Action links Single click to access the Settings screen, download latest release notes, log out, etc. The logged in user and company name are displayed below these links Provides access to same functions as the blue links shown in the main area of the screen. The Help menu displays all training videos separated by categories as well as release notes and Quick Start Guides. The toolbar provides specific actions based on what screen you are on. For example, when inside an expense report a submit icon will appear so the report can be submitted. Hover the mouse over the tool to see a tool tip. Drop-down list of 30 second to 3 minute training videos that are specific to the screen. Based on the role that you have been assigned you will see specific actions based on that role. In the screen shot the user has been assigned both the Submitter and Approver role so both sections are displayed. Click the appropriate badge for your smartphone to access the ExpensAble mobile application. Each role section contains links to common functions for fast access. Historical information is also displayed in the appropriate row for the action. Copyright ExpensAble

7 8 Corporate Card 9 Electronic Bin (E-bin) This section displays action links and information specific to your Corporate Card. Pending transactions represent card transactions that have not been included in an expense report yet. The E-bin contains all mobile transactions, receipts and receipts received via (if setup) that have not been included in expense reports yet. The E-bin section only appears once there are receipts or expenses that have been received. The Expense Report All expenses are submitted via an expense report. The report is the container or screen that contains all expenses. Cash expenses can be created directly inside an expense report while Corporate Card transactions and expenses created via the mobile application need to be moved or imported into the expense report. The pull-down lists, driving rates, currency and other information are structured to meet your company s requirements. In some cases, you can override the given options and type in your own data; in other cases, ExpensAble Corporate will require you to use one of the existing selections. Your company s travel policy has been entered into ExpensAble Corporate. If you enter a travel expense that violates one of your company s policies, ExpensAble Corporate will notify you with a warning that tells you which expense is in violation of policy. Some warnings may be passive and will allow you to continue without making changes, others will require that you make a change before proceeding. These later rules are called Blockers. The process to create and submit expenses is: 1. Create a new expense report 2. Import Corporate Card expenses 3. Attach receipts to expenses 4. Submit expense report Once the report is submitted an notification is sent to each approver throughout the approval workflow. Approvers approve (or reject) reports via the web-site or mobile application. After final approval (or any rejection along the way) the submitter receives an alerting them to the approval (or rejection) of the report. Create a New Expense Report In order to submit expenses a new expense report must be created. Once the blank report is created, expenses are added to it and receipts attached. If all expenses fall within the company s accepted policy, the report can be submitted. The steps below show how to create a new, blank expense report. Copyright ExpensAble

8 1. From the Overview home screen, click Create a new Expense Report. Copyright ExpensAble

9 2. Enter a name for the report. Note: The name of the report needs to be the credit card billing cycle, such as 2/25/2014 3/24/2014 Hint: Click the Policy link at the top of the screen then click the link to the expense report naming document. You can highlight the billing cycle then copy and paste it in the Expense Report name (1) (2) If the report s expenses are associated to a specific Tour and Tournament, select the Tour in the Bill To field and then select the tournament. Hint: Selecting the Tour/Tournament here will automatically populate those fields in every expense created or corporate credit card expenses that are imported. Copyright ExpensAble

10 3. Click Enter and the report will be created and opened. 4. Use the expense type field to enter/select a new reimbursable expense (e.g. cash, out of pocket expense) Copyright ExpensAble

11 5. Click the Corporate Card tool to select and import credit card expenses 6. Use the mobile tool to import any out of pocket (reimbursable) expenses created using the mobile app. Import Corporate Card Expense Corporate card transactions are automatically fed into your user profile. This saves time as most of the expense details such as amount, date, payment method and merchant are provided for you. Corporate card transactions are contained in their own screen. They must be selected and an expense type selected and then they can be imported into an expense report. Copyright ExpensAble

12 1. From the Overview Home screen, click In Progress under Expense Reports. 2. The expense report list screen opens. Click the name of the expense report that will receive the Corporate Card transactions. Note: If you have not yet created the expense report, go back to Overview and click Create a new Expense Report. Copyright ExpensAble

13 3. The report opens. Click the credit card icon in the toolbar. 4. The credit card screen is opened. (1) Referring to the name of the expense report (which should be a date range representing the corporate card billing cycle), locate the Corporate Card expenses that fall within that date range (2). 5. Select the expenses to be imported into the expense report use the Select checkboxes. Copyright ExpensAble

14 6. Select the expense type. If you know it, you can start typing it in the expense type field. If you don t use the GL Assistant to help you discover the code required for the expense type (e.g. Click Policy > GL Assistant) 7. Once all desired transactions have been selected and an expense type provided, click Continue. 8. The credit card screen will close and the expense report will reopen. It now contains the corporate card transactions you just imported. Copyright ExpensAble

15 9. If further edits are required for the expense, such as adding Guests or entering a Purpose, select the expense by clicking on the expense type (note the red pointer indicator) and click Edit. 10. If a mistake was made and the card transaction should not be in this expense report, select it and click Delete. It will not be deleted but will be moved back into the credit card container. Create Reimbursable Expense There are times when you use your own funds to pay for expenses. These are called reimbursements expenses because you will be reimbursed for them. PGA policy is to create a separate report for your reimbursable expenses named Reimbursement. This report can be submitted at any time during the month and you can create multiple Reimbursement reports throughout the month. Doing so will allow you to be reimbursed for those out of pocket expenses without having to wait until the monthly corporate card expense report is submitted. The steps below show you how to create a reimbursable expense. You can also create them using the mobile application. Copyright ExpensAble

16 1. From the Overview home screen, click Create a new Expense Report for your reimbursements and name it Reimbursement. If these expenses are related to a specific tour and/or tournament, select the tour from the Bill To field and select the tournament from the Tournament field. If these expenses are not related to a tour or tournament, select no tournament from the Tournament field. 2. The blank expense report is opened. In the Expense Type field, start typing the expense type and select it from the list. Hint: The GL Assistant should help you discover the code required for the expense type (e.g. Click Policy at the top of the screen then click GL Assistant) Note: If the Expense Type field is not visible, click the New button. Copyright ExpensAble

17 3. The edit expense screen appears. Enter the Amount, Date, Select the Cash or Check payment method and any other details required. Click Save and Close. Hint: if you have multiple reimbursable expenses to enter, click Save and New. The expense entry screen will remain displayed with some fields copied from the last expense saving you time. 4. The new reimbursable expense will be added to the expense report (1) Details about the expense are displayed in the lower, gray section (2). Note that the bottom right corner shows the expense as reimbursable to the submitter (3). Copyright ExpensAble

18 5. Attach the receipt and the expense is complete. Edit Expense Once expenses are inside the expense report, they can be edited. Edits can include adding Guests to meals or entertainment, supplying a Purpose or Description for the expense and/or ensuring a receipt is attached to name a few examples. Note: depending on your company setup, your screen may look slightly different. Copyright ExpensAble

19 1. Click on the expense to be edited (1). Hint: the red triangle will appear next to the currently selected item in the list Click the Edit button (2) 2. The edit screen will appear allowing you add details to the expense. Copyright ExpensAble

20 3. Depending on the expense type selected, the edit screen may contain different fields. Meals and Entertainment will contain Purpose and Guests entry 4. But other expense types will contain different fields such as Airfare shown here. Once edits are complete, click Enter to save (if a corporate credit card expense) or Save and Close (if a reimbursable expense). You are returned to the expense report. Copyright ExpensAble

21 Split Expense Splitting an expense is the same as itemizing a bill. A hotel bill is a good example. The bill is a single amount but within that amount are charges for meals, room tax, parking, internet, etc. Most companies require that hotel bills be split so that those individual charges are itemized and processed into the correct accounts with the accounting system. In the PGA solution, the first 7 digits (company and department) will likely remain the same and only the last 6 digits will change as these digits represent the actual expense (e.g. meal, taxi, etc.) Follow these steps to split an expense 1. Locate the expense to be itemized and click on its expense type to select it (1). You can see details about the selected expense in this area to be sure you have the right expense (lodging in this case) (2). Click Split button (3). Copyright ExpensAble

22 2. The split screen appears. At the top is the original expense. The gray area will display details about the expense. To create a new itemized or split expense, click New. 3. Enter/Select the expense type, meal in this example. The expense entry fields will appear. Hint: The GL Assistant should help you discover the code required for the expense type (e.g. Click Policy at the top of the screen then click GL Assistant). Enter the amount and any other fields required. Click Enter. Hint: Only click Finish when you are done itemizing the entire expense. Changes will be lost if you click Finish instead of Enter. Copyright ExpensAble

23 4. The itemized expense is displayed at the top (1) and the total of original expense is decremented by split expense (2). Repeat steps 2 and 3 until all individual expenses are itemized. Note: notice that the expense types on the top all have the same first 7 digits and the last 6 digits are different. This represents expenses all tied to the same company and department but different expenses 5. Click Finish The expense will now contain the word (split) after the original expense type. Note: To remove an split or itemized expense, click the red x icon in line with the expense. If you delete the original expense (top row), all split expenses will also be deleted. If original was a Corporate Card expense, it will not delete but go back to the credit card screen. Copyright ExpensAble

24 Allocate Expense (over Multiple Companies and/or Departments) Some expenses arrive as a single amount but it is an expense that is shared among multiple companies and/or departments. Multiple allocations may be required to properly share that expense either by specific amount or by percentage. The account or expense itself will likely remain the same (the last 6 digits) as it is the same expense being shared, just the first 7 digits will likely change. The first 3 digits are the Company and the next four are the department. As mentioned previously, the last 6 digits represent the account or expense (e.g. employee meal, lodging or taxi). So if the expense is musak and cable TV (account ), those last 6 digits will remain the same but the first 7 may change. Allocations can be by amount or percent and there is no limit to the number of allocations allowed. Follow these steps to allocate an expense 1. Locate the expense to be itemized and click on expense type to select it (1). You can see details about the selected expense in this area to be sure you have the right expense (2). Click Allocate button (3). Copyright ExpensAble

25 2. The allocation screen appears. At the top select whether the allocation will be by Amount or Percentage. The last column s label will reflect what was selected. In this example we will allocate the musak and cable TV expense (780050) between 4 company/department combinations; the one initially selected when importing the corporate card transaction and 3 others that will share the expense. The expense types (which represent the company/department/ and account) are: PGA Tour User Guide for Expense Reporting: Copyright ExpensAble

26 3. In the first row, enter/select the expense type that represents the first company/ department that will share this expense. In this example: (1) Company = PGA Tour (101) Dept = Television Domestic (1000) Account = Musak and Cable TV (780050) So the expense type is (2) If required, enter the sub account, activity and category codes. (3) Enter the specific amount or percentage to be allocated to this company/department. Press Enter or click Add to insert a new row. Copyright ExpensAble

27 4. In the second row, enter/select the expense type that represents the second company/ department that will share this expense. In this example: (1) Company = Regular Tour (102) Dept = Television International (1010) Account = Musak and Cable TV (780050) So the expense type is (2) If required, enter the sub account, activity and category codes. (3) Enter the specific amount or percentage to be allocated to this company/department. Press Enter to insert a new row. Copyright ExpensAble

28 5. In the third row, enter/select the expense type that represents the third company/ department that will share this expense. In this example: (1) Company = Champions Tour (103) Dept = Television (1000) Account = Musak and Cable TV (780050) So the expense type is (2) If required, enter the sub account, activity and category codes. (3) Enter the specific amount or percentage to be allocated to this company/department. Press Enter to insert a new row. 6. In the fourth row, enter/select the expense type that represents the fourth company/ department that will share this expense. In this example: (1) Company = Presidents Cup (150) Dept = President s Cup Australia (2440) Account = Musak and Cable TV (780050) So the expense type is (2) If required, enter the sub account, activity and category codes. (3) Enter the specific amount or percentage to be allocated to this company/department. Copyright ExpensAble

29 7. The expense has now been allocated between 4 different company/departments. Click Save and Close. A confirmation appears. Click Ok. The expense report will appear. There will be a small pie chart icon under the Allocation column. PGA Tour User Guide for Expense Reporting: 8. Click the pie chart icon to view and edit the current allocations. Approvers will see the icon as well. They can click it to view the allocations. Accounting Review (final approval) can view and edit the allocations. Copyright ExpensAble

30 9. If you select the expense and click Edit, the expense details will alert you that the expense has been allocated. PGA Tour User Guide for Expense Reporting: Allocate Expense (over multiple Tours and/or Tournaments) If an expense is to be allocated only between multiple Tours and/or Tournaments, the allocation feature can used to complete the allocation. Allocations can be by amount or percent and there is no limit to the number of allocations allowed. To allocate an expense among multiple Tours and/or Tournaments follow the steps below. Copyright ExpensAble

31 1. Locate the expense to be itemized and click on its expense type to select it (1). You can see details about the selected expense in this area to be sure you have the right expense (lodging in this case) (2). Click Allocate button (3). PGA Tour User Guide for Expense Reporting: 2. The allocation screen appears. At the top select whether the allocation will be by Amount or Percentage. The last column s label will reflect what was selected. Click inside the Bill To field and select the Tour 3. If a Tournament is required, click in this field. The list will filter based on the Tour selected. Select the appropriate Tournament If only allocating to the Tour, this field can be left blank. Enter the amount or percentage Copyright ExpensAble

32 4. Enter the Amount or Percentage in the last column. Press Enter or click Add to insert a blank row. Select the next Tour and/or Tournament and enter the Amount or Percentage. Repeat adding allocations/rows until done. 5. Once complete, click Save and Close. Hint: if the allocation does not equate to the original amount or 100%, you will be prompted to edit until they are met. PGA Tour User Guide for Expense Reporting: 6. A confirmation appears. Click Ok. The expense report will appear. There will be a small pie chart icon under the Allocation column. Click on the icon to edit the allocation. Copyright ExpensAble

33 7. Click the pie chart icon to view and edit the current allocations. Approvers will see the icon as well. They can click it to view the allocations. Accounting Review (final approval) can view and edit the allocations. PGA Tour User Guide for Expense Reporting: 8. If you select the expense and click Edit, the expense details will alert you that the expense has been allocated. Attach Receipt All expense must have receipts attached prior to report submission. Capturing receipts can be done using the mobile application, receipts or scanning paper receipts converting them to digital files. Copyright ExpensAble

34 To learn more about capturing receipts using the mobile application, click Policy > Training Demonstration link and view the mobile app training. To learn more about using receipts, see the Settings section later in this document. You can also view the User Settings video located in the training drop-down in the overview Home screen: Attach Mobile or Receipt If you used the mobile application to capture the receipt or validated your from the Settings link and send receipt via to you can easily attach those receipt to an expense. This works especially well with Corporate card expenses as they provide the data, you provide the receipt. Follow these steps to attach a receipt 1. Click on the blue paperclip located in line with the expense Copyright ExpensAble

35 2. The attachment manager opens. (1) By default, the E-Bin Receipts tab is displayed. The E-Bin or Electronic Bin contains all photo receipts captured via the ExpensAble mobile application and any receipts sent via the receipts feature. (2) Details about the expense that the receipt will be attached to are displayed in the lower area of the screen. (3) Up to 3 receipts can be attached to a single expense. Hint: Click on a thumbnail to view the image in a separate window where it can be displayed full size. Copyright ExpensAble

36 3. If you used the mobile app or receipt feature to capture the receipt, select the receipt(s) and click Attach. 4. A red paperclip icon will appear under the Receipt column. Up to 3 icons may appear in that column representing the number of receipts attached to the expense. Copyright ExpensAble

37 5. Position the mouse pointer over the red icon (hover) to display it in a moveable image viewer. The image viewer allows you to zoom in/out, pan, resize and move the window. Move the mouse inside the image to rotate or detach the image. Detaching will move the receipt back to the E-Bin (if that is where it came from). PGA Tour User Guide for Expense Reporting: 6. If the image is still too small to see, click on the red paperclip to view the receipt in a separate window. Close the new window when done. Attach Scanned Receipt or Saved Attachment Receipt If you scanned a paper receipt you can easily attach it to an expense. If you received an with a receipt attachment and saved the attachment you can attach those receipts to an expense as well. This works especially well with Corporate card expenses as they provide the data, you provide the receipt. Follow these steps to attach a receipt Copyright ExpensAble

38 1. Click on the blue paperclip located in line with the expense 2. The attachment manager opens. (1) By default, the E-Bin Receipts tab is displayed. The E-Bin or Electronic Bin contains all photo receipts captured via the ExpensAble mobile application and any receipts sent via the receipts feature. (2) Details about the expense that the receipt will be attached to are displayed in the lower area of the screen. (3) Up to 3 receipts can be attached to a single expense. (4) Click on Upload Receipts tab Copyright ExpensAble

39 3. Click on (1) Browse then select (2) the scanned or saved attachment file. Repeat if the expense requires more than one receipt. Click Attach (3) PGA Tour User Guide for Expense Reporting: 4. A red paperclip icon will appear under the Receipt column. Up to 3 icons may appear in that column representing the number of receipts attached to the expense. Copyright ExpensAble

40 5. Position the mouse pointer over the red icon (hover) to display it in a moveable image viewer. The image viewer allows you to zoom in/out, pan, resize and move the window. Move the mouse inside the image to rotate or detach the image. Detaching will move the receipt back to the E-Bin (if that is where it came from). PGA Tour User Guide for Expense Reporting: 6. If the image is still too small to see, click on the red paperclip to view the receipt in a separate window. Close the new window when done. Submit Expense Report Once you have submitted your expense report ExpensAble Corporate will automatically route the information to your manager for approval. If approved, it will continue to be forwarded to the appropriate individuals for eventual reimbursement. Once the approval process is complete, you will receive an notification. To submit your report, click the Submit icon in the toolbar: Copyright ExpensAble

41 Prior to submission the system will check for any policy rule violations. If violations are found they will be displayed and you have the option to go back and fix the violations or to continue to submit the report with the violations. If the report is rejected, you will receive an reporting the rejection. The Overview screen will also display the rejected report the next time you log on to ExpensAble Corporate. Opening the report and clicking on the Routing tab will display the rejection reason. Changes can then be made to resubmit the expense report. Resubmit Rejected Expense Report 1. Click the Rejected Report(s) link from the Overview screen. 2. Click the highlighted expense report name to open it. 3. Click on the Routing tab to read why the report was rejected. 4. Edit the report as required. 5. Click the checkmark icon (Submit) at the top of the page to resubmit. Copyright ExpensAble

42 Track Status of Expense Report You can easily check the status of an expense report. Click the View All Expense Report(s) link in the Overview screen. Locate the desired expense report, and then click its name to select it. Click the Routing tab to see where your report is in the approval process. Some Hints to Getting Started ExpensAble Corporate is designed to be intuitive and provide functionality using alternative technologies such as and smart phones. Here are some useful tips to get you started: Once you have logged in and changed your password, download the mobile application if you have an iphone or Android smartphone. Capturing expenses or receipts at the point of expenditure is a huge time saver and stress reliever. Expenses can be fully edited Approvers can approve expenses while on the road right from the mobile app. If you are using the ExpensAble Plus MasterCard you can check balances in real time, request funds and approve funds. There are hyperlink badges/icons right on the Overview screen to assist you in locating the mobile application Click on Settings and validate your address. Validating your address (up to 3) allows you send receipts from that directly into the service so they can be attached to expenses. If a vendor s your car rental receipt, for example, you don t have to print it and scan it or save the attachment, just forward that to ebin@expensable.com (once you validate your addresses) and the receipt will be delivered to the E-bin. ExpensAble Corporate maximizes the use of SmartLists. These lists operate much like popular search engines. Just start typing in the field and matches will be displayed as you type: For many of the pull-down lists, entering the first letter of the item will take you to the items that start with this letter another way to minimize your typing. If you enter driving expenses our distance expense integrates the Google location API in the segment fields. Just type a business name, point of interest or address in the From/To fields and let Google find it and plot it for you. There are no limits to the number of segments/destinations that can be entered for a single day. A map can be attached as the receipt and trips can be saved as templates for re-use later. Training Videos/Help To review the training demonstration videos you first watched before logging in, log in to ExpensAble and click on the Policy link in the top right to open the PGA Resource Center. There is a link there to the training. Copyright ExpensAble

43 We also recommend viewing the training videos that reside in each screen and via the Help menu. Although these videos are more generic, and not custom to the PGA Tour, they still provide good insight. The videos displayed in the Related Training drop-down on the screens only contain training that is applicable to the screen you are on. To see all the videos click the Help menu. Each video is between 30 seconds and 3 minutes long and should provide good insight and value. Related Training Video library Copyright ExpensAble

44 Help Menu complete training video library Best Practice Workflows using Mobile Application and Smartphones The mobile app is a big time saver and it lowers stress. Stress is lowered because you can use the mobile app to capture a photo of receipts right at the point of expenditure, send it to the service then forget about that receipt! It saves time because it is very fast and efficient to snap a receipt photo vs. holding the paper receipt and then scanning it later to convert it from paper to digital. Additionally, if the expense was paid for using cash, the entire expense can be completed all in one move. Using Mobile Application to Capture Receipt for Corporate Card Expenses If you pay for your expenses using a corporate credit card, chances are good that those transactions are coming into ExpensAble Corporate. Most card transactions take 2-3 days to process before they arrive in your profile. This causes a delay in matching the receipt to the expense. Here s what we recommend: When the expense is paid for using the corporate card, capture the receipt using our mobile application on your smartphone. 1. Open the ExpensAble Corporate mobile app and tap New Receipt, snap the photo and tap Send. A confirmation will appear once the receipt is received. 2. Once the credit card transaction appears in ExpensAble Corporate: a. Open the expense report b. Click on the Credit card icon in the toolbar Copyright ExpensAble

45 c. Select and import the credit card transaction into your expense report. 3. Click on the small, blue paperclip icon located in line with the credit card transaction. The E-bin tab will open and display all images/photos. Locate the receipt you captured in step 1, select it and click Attach. 4. Make any further edits required to the expense. 5. Your expense is complete and ready for submission. Using Receipts to Capture Receipt for Corporate Card Expenses If you pay for your expenses using a corporate credit card, chances are good that those transactions are coming into ExpensAble Corporate. Most card transactions take 2-3 days to process before they arrive in your profile. This causes a delay in matching the receipt to the expense. Here s what we recommend: 1. Validate your address via the Settings link at the top of the screen. 2. Be sure that account is enabled on your smartphone. 3. When the expense is paid for using the corporate card, capture the receipt using your smartphone. Use the camera on your smartphone to capture the receipt and then it to the E-bin using the address you validated in step Once the credit card transaction appears in ExpensAble Corporate: a. Open the expense report b. Click on the Credit card icon in the toolbar c. Select and import the credit card transaction into your expense report. 5. Click on the small, blue paperclip icon located in line with the credit card transaction. The E-bin tab will open and display all images/photos. Locate the receipt you captured in step 1, select it and click Attach. 6. Make any further edits required to the expense. 7. Your expense is complete and ready for submission. Using Mobile to Capture a Cash Expense These expenses are perfect for the mobile application because you can capture the receipt and enter all expense details from one screen. When done, the entire expense is complete! 1. When the expense is paid for via cash, open the ExpensAble Corporate mobile app on your smartphone and tap New Expense. Tap the camera icon to capture the receipt then enter the Amount, Date, Expense Type, etc. until the expense is complete. 2. Tap Send. 3. When ready to submit your expenses, log into ExpensAble Corporate and open/create your new expense report. 4. Click on the E-bin/smartphone icon in the toolbar. Locate the expense you created in step 1. Select it and click Import. 5. The expense is imported into your report and is ready for submission. Settings The Settings screen allows you to edit personal information, manage passwords and security questions as well as the means to setup addresses for sending receipts from into the solution. Copyright ExpensAble

46 Settings - Receipts This feature allows submitters to use their work and/or personal address to send receipts into their E-bin. The E-bin is just a screen within ExpensAble Corporate that holds all remote expenses and receipts. Remote expenses and receipts can be created via the mobile application or by ing receipts. Examples of receipts that could be ed are a digital receipt received from a merchant (e.g. hotel, car rental, itunes) or a photo receipt taken using your smart phone. For example, a submitter takes a taxi. They use their smart phone to take a photo of a taxi receipt. Right from the smart phone they the receipt to ebin@expensable.com. Assuming the was previously validated, the photo receipt will be received in the E-bin. The submitter can then attach that photo receipt to the actual taxi expense if a credit card was used. Or if they used cash they would simply edit the fields displayed for the photo in the E-bin and create a new expense. In this case the photo, which is already attached, becomes the receipt for the expense. Another example would be the traveler who asks the rental car company to them the receipt for a rental. The receipt could then be forwarded to ebin@expensable.com and acted on in the same ways mentioned above; either as a pure receipt validating an expense or as a new expense itself. In this case, they would likely import the credit card transaction and attach this receipt to that transaction. Validating Address In order for receipts to be received by ExpensAble Corporate, the address(es) sending the receipt needs to be validated and verified. This validation process is very simple and takes seconds to complete. Up to three addresses can be validated so both business and personal s can be used to send receipts. Follow these steps to validate an address. Once validated and receipts are sent, refer to the earlier section labeled Attach Mobile or Receipt 7. Log into ExpensAble Corporate. Click on Settings link at top of screen. 8. Scroll down to Receipts section. Type in the first address to be validated and click Send Validation Code. Copyright ExpensAble

47 9. A message will appear prompting the user to check their . This browser can be closed or left open at this time. 10. Log in to the program. Open the received from Admin 11. Click the link provided or copy/paste it into the browser address bar. 12. A new webpage will open indicating that the address has been verified. Receipts may now be ed to ebin@expensable.com Copyright ExpensAble

48 13. The address has been verified and the user can now send receipts from this address. Go back to ExpensAble Corporate and click the Settings link to see the verification success. 14. To add additional addresses, follow the above steps for each. To remove an address, click Remove. Copyright ExpensAble