Process Library

Expense Report Submission

A clean expense-submission process with complete receipts and correct coding so reports get approved and reimbursed without back-and-forth.

Admin & Office 6 steps
When to use

On the expense cycle, or after any reimbursable business spend.

Trigger
Runs when: Reimbursable spend occurs or the expense cycle closes

The procedure

6 steps

  1. Collect a legible receipt for every line, captured at the time of spend.
  2. Code each expense to the correct category and project or client.
  3. Confirm each item is within policy and flag any exception with a note.
  4. Total the report and attach all supporting receipts.
  5. Submit to the correct approver before the cycle deadline.
  6. Track the report to reimbursement and resolve any approver questions quickly.
Outputs
  • A complete, policy-compliant expense report
  • Receipts attached and expenses coded correctly
  • A tracked path to reimbursement
Tools
Expense systemReceipt capture
Note: Capture the receipt at the moment of spend. The receipt you plan to find later is the one that delays the whole report.
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Related searches
expense report sop reimbursement process expense submission checklist receipt management expense policy

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