File a claim

Go to Claims → My claims and select New claim.

Build the claim

A claim has a title — a short description of what it’s for, like Client dinner — March — and one or more line items. Each line is a single expense.

1. Give the claim a title.

2. For each line, pick a category (Travel, Meals, Medical, …). The category decides what the rest of the line asks for and what rules apply.

3. Enter the expense date — the day the money was spent, not the day you’re filing. This is what decides which budget window the line counts against.

4. Enter the amount. What you’re asked for depends on the category:

   • Amount — type the figure from the receipt.
   • Distance (km) — type the distance; the amount is the distance × the category’s mileage rate.
   • Number of days — type the days; the amount is the days × the per-diem rate for your grade.

5. Attach a receipt if the category needs one, and add a description or reason if it asks for one.

6. Use Add line for more expenses, then Submit.

Tip

Keep unrelated expenses in separate claims — one claim per trip, per event, or per receipt set. An approver decides a claim line by line, but the whole claim is paid as a single unit.

Claiming in another currency

Pick the currency on a line to enter a foreign-currency amount. You then give the settlement amount in your organization’s currency — the figure you’re actually reimbursed. Both are kept: the report and the export show the original and the settled amount side by side.

Receipts

Select Upload receipts on a line to attach one or more files. You can attach more than one receipt to a single line.

Scan a receipt

Instead of typing the details, select Scan receipt and pick the image or PDF. The receipt is read automatically and the line is filled in with what it finds — typically the merchant, date, and total.

Caution

Always check a scanned line before submitting. The scan is a shortcut for typing, not a substitute for reading your own receipt — you’re responsible for what you submit.

Drafts

Save as draft keeps a claim to yourself. Nobody is notified, nothing is held against your budget, and you can edit or delete it freely. Submit it when you’re ready.

Filing several claims at once

Multiple claims opens a batch form for filing several separate claims in one sitting — useful when you’re catching up on a backlog of receipts. Each row becomes its own claim. Finish with Save as drafts to keep them all as drafts, or Submit all to send them for approval together.

To reuse an earlier claim as a starting point, open it and select Duplicate.

What can stop a submission

Some rules are checked when you submit, and will block it until you fix the line:

• A receipt is required by the category and one is missing.
• A reason is required by the category and the description is empty.
• The category is closed to you during probation.
• The claim exceeds the per-claim maximum for that category and your grade.
• You don’t have enough budget left in the window the expense date falls in.
• The budget window is closed. HR has sealed that period — ask them to reopen it before you can file expenses dated inside it.

Possible duplicates

If a line closely matches something you claimed in the last 90 days, it’s flagged as a possible duplicate. This does not block you — it’s an advisory shown to your approver alongside the matching claim, so a genuine repeat expense (a monthly subscription, a regular commute) goes through fine. You just may be asked about it.

After you submit

Your claim shows as Pending and the approver is notified.

• Withdraw pulls it back before anyone has decided.
• If it comes back as Returned, the approver’s reason is on the claim. Edit the lines and Resubmit — it goes back to the same approval chain.
• Once it’s Approved, you can’t edit it. If it turns out to be wrong, use Request cancellation; that goes through approval too, since the money may already be scheduled.

Track where it is on the claim’s History tab, which shows every submission, decision, edit, and payment in order.