AMERICAN EXPRESS EXPENSE REPORT PROCEDURE

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1 Document Title: Document #: XXX.XXX.1 Procedure American Express Expense Report Procedure Description of the Last Change: Review and Update Revision: 07/15/2014 Issue Date: 07/15/2014 Review Date: 07/15/ PURPOSE AMERICAN EXPRESS EXPENSE REPORT PROCEDURE DUE BY THE 10 TH OF EVERY MONTH Standard Expense Report provides the ability to complete your expense report online. It saves time, organizes your expenses and is easy to use. Below is a link to the online demonstration and receipt upload form Expense Report Procedure & Online Demonstration: CLICK HERE! 1.2. Receipt Upload Form: CLICK HERE! 2. ADDITIONAL INFORMATION 2.1. Your expense report will automatically expire if left inactive. A pop-up window will remind you to refresh your session 2 minutes before expiration click OK to refresh the timer. NOTE: Your browser s pop-up block may prevent you from seeing this reminder Please be prepared to complete your expense report in one session. Standard Expense Report cannot save an unfinished expense report for completion at a later date Please make sure your company has approved the use of Standard Expense Report. 3. INSTRUCTIONS 3.1. STEP Enter Your Expense Report Ensure you have all your receipts for card and non-card (cash) expenditures Once you upload each receipt using the online form linked above, simply place the Receipt ID #, which appears in the subject line of the notification, for each transaction in your report. Receipts should be uploaded each week or as soon as you complete your transaction Enter your expense report information in the text boxes appropriate for your company (Title, Employee ID, etc.) Select expenses to be included on report/paid by the company Check box "Mark all company expenses" to include all statement transactions or Check box "Previously Expensed and/or Personal Expensed" to remove selected transactions from expense report if personal or not being expensed on this report. Page 1 of 5

2 For each transaction to be expensed: Expense Type - Click on drop-down to select expense category type, i.e. "Airfare" Itemize/Split transaction - Check "Itemize Charge" box next to a transaction to itemize or split cost (you will be prompted in Step 2 to provide detail). Hint: To categorize part of a hotel or other charge as personal, use the itemize option General Ledger number - If required by your company, enter account number for each transaction Additional Information - Enter free-form comments if needed Non-Card Business Expenses section 3.2. STEP Enter total # of items that are non-card/out-of-pocket expenses (e.g. 3 taxi trips paid in cash = 3 non-card expenses). Enter a higher number if you are unsure of total non- card expenses. This will not impact final report and only completed expense lines will be shown Currency/Current Exchange Rates - for foreign currency non-card transactions, enter the rate of currency (if unknown - click on "Current Exchange Rate" link and enter date of transaction and select currencies) Click "Preview your report" to continue; "Make Changes" to repeat Step Review Your Expense Report 3.3. STEP Preview report -complete Itemization detail (must equal total transaction) Complete detail for Non-card expenses Click "Preview your report" to continue; "Make Changes" to repeat Step Preview Your Expense Report You must download and save to your computer to retain a copy of the expense report Download - Click on "Document Download" for Word/RTF file format and "Data file Download" for spreadsheet format (Excel, CSV). Choose from prompt: OPEN (view document to print/save) or SAVE (select location) or CANCEL Printable Report - Prints report (does not save file). You will receive a prompt to adjust your printer to Landscape (from Menu: File/Page Set Up - select "Landscape", adjust your left/right margins to 0). Then click on Printer icon on browser menu bar. Page 2 of 5

3 4. DEMONSTRATION 4.1. STEP Go to and use your username and password to log in STEP Go to Statements and Activity Page 3 of 5

4 4.3. STEP Select the Current Statement from the Drop Down List 4.4. STEP Then Select Expense Reports Page 4 of 5

5 4.5. STEP Read the instructions about completing the expense report. The instructions are copied below with a few changes. Especially notice the crossed out section and the highlighted section. Then click create expense report at the bottom of the page STEP Once the expense report is saved the expense report and scanned receipts to Page 5 of 5

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