User Guide: The Submitter Role

Transcription

1 User Guide: For Employees who Submit their Expenses with ExpensAble If you are an employee who is using ExpensAble 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 to handle your expenses. EXPRESS USERS: This icon indicates functionality that may be slightly modified or is not available in ExpensAble Express. Contents For Employees who Submit their Expenses with ExpensAble... 1 User Support... 2 Log Into ExpensAble Corporate... 2 The Overview Home page... 5 The Expense Report... 6 Create a New Expense Report... 7 Create Reimbursable (Out of Pocket) Expenses... 9 Import Corporate Card Expenses Import Expenses from the Mobile App Edit Expense Split Expense Allocate Expenses (optional feature) 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 User Guides/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 Reimbursable Expense Settings Settings - Receipts Validating Address... 47

2 User Support Support is provided in a tiered format where initial help is provided by your Administrator. Please contact your Administrator and if needed, they will escalate you to our support team at Insperity. Limited support in available in ExpensAble Express. 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. 2

3 1. Open a browser and go to (1) Screens/Prompts Click ExpensAble (2) Note: Add this URL to your Favorites or Bookmarks for fast access next time. 2. Log into ExpensAble Corporate by entering your: Company ID Username Password Click Sign In Note: Select the Remember Me checkbox so the Company and Username will pre-populate on your next visit. 3

4 3. 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. Example using Internet Explorer: Example using Google Chrome browser: Example using Mozilla Firefox: Example using Safari (Click on Safari/Preferences/Security): 4

5 4. 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: 5

6 1 Quick Link Bar 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 2 Menu Bar 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. 3 Toolbar 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. 4 Related Training Drop-down list of 30 second to 3 minute training videos that are specific to the screen. 5 Role Sections 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. 6 Mobile Application icon Click the appropriate badge for your smartphone to access the ExpensAble mobile application. 7 Role based Action links Each role section contains links to common functions for fast access. Historical information is also displayed in the appropriate row for the action. 8 Corporate Card 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. 9 Electronic Bin (E-Bin) The E-Bin contains all mobile transactions, receipts and receipts [Express] received via Not available (if setup) in ExpensAble that have not Express. been included in expense reports. The E-Bin section is displayed only when a user has pending receipts or expenses. The Expense Report All expenses are submitted via an expense report. The report is the container or screen that contains all expenses to be submitted for approval. 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 6

7 are called Blockers. Limited policies are available in ExpensAble Express. The process to create and submit expenses is: Create New Report Based on trip, event, date range Add/Import Expenses Corporate Card, Out of Pocket, Mobile Enter Details Guests, Purpose, Split, Allocate Attach Receipts Photo/Scan Submit Report Routed to Approver 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. Approvals are processed by the Accounting Reviewer only. 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. 1. From the Overview home screen, click Create a New Expense Report 7

8 2. Enter a name for the report. Charge to Dept, Bill To and Item are very special fields. Check with your administrator to determine if you should complete some or all of these fields. Hint: if you have your corporate card transactions coming into ExpensAble Corporate, you can create the report and immediately open the corporate card container by selecting Import Credit Card Transactions now? Charge to Dept, Bill To, and Item are not available in ExpensAble Express. 3. Click Enter and the report will be created and opened. 8

9 4. Click the Corporate Card tool to select and import credit card expenses. Corporate Card Transactions are not available in ExpensAble Express. 5. Use the mobile tool to import any expenses created using the mobile app. Create Reimbursable (Out of Pocket) Expenses There are times when you use your own funds to pay for expenses. These are called reimbursable expenses because you will be reimbursed for them. The steps below show you how to create a reimbursable expense. You can also create them using the mobile application. 9

10 1. From the Overview home screen, click Create a New Expense Report (or click In Progress to open a report previously created but not yet submitted). 2. A blank expense report is displayed. Select the Expense Type from the list. Note: if the Expense Type field is not visible, click the New button. 10

11 3. The edit expense screen is displayed. Enter the Amount, Date, Payment Method and any other details required. Hint: The payment method selected determines if the expense is reimbursable or not. Look at the Reimbursable dropdown to see how the selected payment method was defined. Click Save and Close. Hint: if you have multiple reimbursable expenses to enter, click Save and New. Note: 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: The reimbursable expense amount is shown in the bottom right corner. (3). 11

12 5. Attach the receipt and the expense is complete. 12

13 Import Corporate Card Expenses 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. Corporate Card transactions are not available in ExpensAble Express. 1. From the Overview Home screen, click In Progress under Expense Reports. 13

14 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. 3. The report will open. Click the credit card icon in the toolbar. 14

15 4. The credit card screen is opened and displays all posted card transactions. The date shown is the transaction date. Select the expenses to be imported into the expense report using the Select checkboxes (1). Select the expense type (2). Once all desired transactions have been selected and an expense type provided, click Continue (3). Hint: Click on the Merchant link to see details about the transaction including Posting Date. 5. The credit card screen will close and the expense report will reopen. It now contains the corporate card transactions you just imported. 15

16 6. 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. 7. Attach the receipt and the expense is complete. Note: The IRS accepts credit card data feeds (such as this) as valid receipts. Check with your company as they may still require you to attach receipts to card transactions. 16

17 8. If a mistake was made and the card transaction should not be in this expense report, select it and click Delete. 9. The deleted transaction will not be deleted but will be moved back into the credit card container. Import Expenses from the Mobile App If you are using the mobile application for ExpensAble Corporate you can create expenses at any time. We recommend capturing the expense at the moment of expenditure whenever possible. A photo of the receipt can be captured and with a few taps your entire expense can be completed and sent into the website. You don t have to worry about keeping the receipt or tracking the expense for entry later. 17

18 1. From the Overview Home screen, click In Progress under Expense Reports. 2. The expense report list is displayed. 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. 18

19 3. The report opens. Click the E-Bin (Electronic Bin) icon in the toolbar. 4. The E-Bin contains all expenses and receipts received outside of the website. All mobile expenses and receipts are stored in the E-Bin. Hint: be sure you import true expenses and not just receipts into your report. Receipts will be attached to the report. Receipts can be created via the New Receipt feature in the mobile app and receipts can be ed into ExpensAble also. 19

20 5. Hint: hold the mouse over the paperclip icon to display the receipt. You can view the receipt while editing the expense. Click and drag the top of the window to move it and resize it from the lower right corner. Click the red X to dismiss the receipt image viewer. 6. The E-Bin screen will close and the expense report will reopen. It now contains the mobile transactions you just imported. Hint: a big advantage to using the mobile app is that the receipt is already attached to the expense! 20

21 7. 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. 8. If a mistake was made and the card transaction should not be in this expense report, select it and click Delete. 21

22 9. The deleted transaction will not be deleted but will be moved back into the credit card container. Note: if a receipt was part of the original transaction, it will be preserved after returning to the E-Bin. If the receipt was attached from within the report prior to deleting the transaction, the receipt will be stripped away and go back to where it began. 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. 22

23 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. 23

24 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. 24

25 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. Each split item is likely a different expense type than the original expense (e.g. Hotel bill contains Dinner expense). 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. for splits in ExpensAble Express. Follow these steps to split an expense Only Expense Type and Reimbursable designations are available 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 the Split button (3). 25

26 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. Select the expense type, dinner in this example. 26

27 4. The expense entry fields will appear. 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 rather than Enter. 27

28 5. The itemized expense is displayed at the top (1) and the total of original expense is decremented by split expense (2). Repeat the steps above until all individual expenses are itemized. Note: To remove a 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. 28

29 6. Click Finish The expense will now contain the word (split) after the original expense type. Allocate Expenses (optional feature) Some expenses arrive as a single amount but it is an expense that is shared among multiple departments, customers, projects or events. Multiple allocations may be required to properly share that expense. Allocation can be entered by amount or by percentage and there is no limit to the number of allocations allowed. Allocation is different than Split. Split is itemizing a bill. Each split item could be a different expense type where an allocation is just dividing the total amount among different groups responsible. The expense type will never change among each allocation. [Express] Allocate expenses is not available as an optional feature in ExpensAble Express. 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: 29

30 1. Locate the expense to be allocated 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). 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. Note: Charge to Department will only be enabled if the feature to crosscharge departments has been enabled during Implementation. 30

31 3. In this example we flew to meet with 2 clients and will allocate our airfare among them. 2 projects were discussed with one client. In the first row, select either the department, Bill To and/or Item (custom field) that will share this expense. Enter the specific amount or percentage to be allocated to this company/department. Press Enter or click New to insert a new row. 4. In the second row, select either the department, Bill To or Item (custom field) that will share this expense. Enter the specific amount or percentage to be allocated to this company/department. Press Enter or click Add to insert a new row. 5. Repeat steps 3 & 4 to complete all allocations. Click Save and Close. A confirmation appears. Click Ok. 31

32 6. The expense report will appear. There will be a small pie chart icon under the Allocation column. 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. 32

33 8. If you select the expense and click Edit, the expense details will alert you that the expense has been allocated by displaying an allocation placeholder in the field(s). 9. Allocations can be edited from the expense details screen by clicking the Allocation button. 33

34 Attach Receipt All expenses must have receipts attached prior to report submission. Capturing receipts can be done using the mobile application, receipts feature, faxing or scanning paper receipts converting them to digital files. 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 sent receipts via to you can easily attach those receipts 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 34

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. 3. Hint: Click on a thumbnail to view the image in a separate window where it can be displayed full size. 35

36 4. If you used the mobile app or receipt feature to capture the receipt, select the receipt(s) and click Attach. 5. 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. 36

37 6. 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). 7. 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 to your computer/network 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: 37

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 Upload Receipts tab 38

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) 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. 39

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). 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 submit your expense report ExpensAble Corporate will automatically route the report to the appropriate approval. There are many options available for approval workflow but in most cases, the approver will be the departmental manager. If approved, it will continue to be forwarded to the appropriate approvers for eventual reimbursement. Accounting Review is the final approval step and once approved here, reimbursement will be next. Once final approval is met, you will receive an notification. To submit your report, click the Submit icon in the toolbar. 40

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. 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. 41

42 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: Most screens contain a drop-down near the top containing training videos specific to the screen you are on. These 30-second to three-minute videos help you learn more about using ExpensAble. You can also click the Help menu to see all generic training videos. The Help menu also provides access to user guides and release notes. User guides are downloadable and displayed based on your assigned roles in ExpensAble Corporate. Click on the Release Notes title to see the contents. These notes are written for end-users complete with step by step instructions when necessary. [Express] User Guides and Release Notes are not available in ExpensAble Express. 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 Spend Card 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. [Express] Spend Card is not available in ExpensAble Express. 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. 42

43 Training Videos/Help We recommend viewing the training videos that reside in each screen and via the Help menu. 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 43

44 Help Menu complete training video library 44

45 User Guides/Help On the right side of the Help screen are User Guides based on the roles you are assigned and a listing of the most recent Release Notes. All are PDFs that can be saved, printed or viewed on-line: Help Menu User Guides and Release Notes 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, those transactions are likely to be fed 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 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 45

46 b. Click on the Credit card icon in the toolbar 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. You must click the verification link that is sent to the address you enter to complete the process. 2. Be sure that account is enabled on your smartphone or tablet. 3. When the expense is paid for using the corporate card, capture the receipt using your smartphone/tablet. Use the camera on your smartphone/tablet 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 Reimbursable 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. Note: for more information regarding the functionality available through our mobile applications, please refer to the ExpensAble Corporate Mobile 4.0 User Guide found in the Help section of the ExpensAble 46

47 Corporate application. 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. 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 the below steps to validate an address. Once validated and receipts are sent, refer to the earlier section labeled Attach Mobile or Receipt. 1. Log into ExpensAble Corporate. Click on Settings link at top of screen. 47

48 2. Scroll down to Receipts section. Type in the first address to be validated and click Send Validation Code. 3. A message will appear prompting the user to check their . This window can be closed or left open at this time. 4. Log in to your program and open the received from Admin. 5. Click the link provided or copy/paste it into the browser address bar. 48

49 6. A new webpage will open indicating the address has been verified. Receipts may now be ed to ebin@expensable.com 7. 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. 8. To add additional addresses, follow the above steps for each. To remove an address, click Remove. 49