Tutorial for HR Managers and employees to enter receipts in to a Travel record for expense reimbursement.
This tutorial refers to all Receipt Types except Per Diem reimbursement. For Per Diem, see this tutorial.
Enter Receipts in a Travel Record
Objective
Process
Employee
Engages in travel event that requires reimbursement
Employee
Creates Travel record, enters receipts, and submits for approval and reimbursement
HR Manager
Reviews Travel and receipts, and approves reimbursement
Employee
Receives reimbursement
Click Through
- Start in HR HUB
- Employees start in HR HUB Employee Self-Services and in the lower left corner, switch from 'My Time & Leave' to Employee Self-Services
- Under Travel & Expenses, navigate to Travels
- Open the travel record associated with the receipt that requires reimbursement
- Go to the tab Receipts
- On the receipts grid, click on + New Receipt
- Select an appropriate Receipt type from the list of options
- Choose the Receipt date that matches the date of expense on the receipt
- Enter the Gross amount that is being entered for reimbursement
- Enter, as required, any Deductible taxes
- Using the list of options select the appropriate Paid By option
- Identify whether the receipt entered is To be reimbursed or not
- Select the appropriate currency
- Click on Save and close below
- To attach a document to the receipt record created, identify the receipt record that requires an attachment and open the record by double-clicking
- The following fields may require information:
- [HR Manager only] Enter the details for the person Responsible for Reimbursement
- Enter, if appropriate, the required Cost Center
- Select the payment method used for the purchase in the Type of Payment field
- To attach the document, select the Docs Tab
- In the Timeline area, select the 'paperclip' icon
- Locate and select the required document, then select 'open' to attach to timeline.
- When you're done, go to the Summary tab and click on Submit
- Alternatively, an employee is able to use a mobile device such as a mobile phone or tablet to conveniently enter receipts during their business travel. To do this, the employee should use the following steps:
- Take a photo of the receipt required for reimbursement, or ensure that the digital invoice, receipt, or document is saved and is available to be uploaded from the device.
- Using the mobile device, open the Employee Self-Service app, using the 'Change Area' function, select 'Employee Self-Service, and under 'Travel & Expenses' enter 'Travels'
- Identify and enter the 'Active Travels' that the receipt relates to and requires reimbursement for, under the Tab 'Receipts' use the ellipsis menu to select the 'New Receipt' option and complete all relevant receipt information for reimbursement and select 'Save and Close'
- Once the receipt entry is saved, enter the newly created receipt record, under the 'Docs' Tab select the paperclip icon under 'Timeline', identify and upload the digital receipt, invoice, or document photo or file and select 'Add Note'
- Under the 'Summary' Tab, ensure all information entered is accurate and select 'Submit'
Hint
- Always refer to organizational travel and expense reimbursement policies for guidance on expense types and totals that are reimbursable.
- Receipts may be entered not only for reimbursement, but also as a matter of record. This may assist in future travel planning to gauge expenses for upcoming travels from travel previously undertaken.
- The receipt type 'Expenses' is to be used for Per Diem. When the Receipt Type is 'Expenses', the Per Diem table is adjustable by the employee depending on the meals taken or requiring reimbursement.
Result
Below, you can see the Mobile View for entering receipts into a travel record.
