EZ Messenger Staff - Expense Submission
How to submit expenses and requests for reimbursement using Paylocity.
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If you need to request reimbursement for expenses incurred, or need to account for expenses incurred on a company card these steps and instructions should assist you with doing so.
SUBMITTING NEW SELF-PAID EXPENSE FOR REIMBURSEMENT (TAKEN FROM PAYLOCITY ARTICLE FOUND HERE)
Create a new Expense Report or open an existing expense report from the My Expense Reports or My Saved Expenses pages.
Select the appropriate employee in the Managing Expenses dropdown menu, if configuring expenses from the My Saved Expenses page as a proxy on behalf of another employee.
Only applicable if serving as a proxy for one or more employees, as setup by a Company Administrator/Supervisor.
Proxy Relationships can be set up via Expense > Configuration > Proxy Settings.
Select + Create Expense after populating all required expense report fields.
Enter a Title.
Enter or select the date the expense occurred in the Transaction Date field.
Select the Payment Method in the dropdown menu. If there is only one payment method set up, the field will default to that one payment method.
Select the appropriate Category in the dropdown menu.
Enter a Amount for the expense, if applicable. Categories such as mileage can be per item, and require the number of miles.
Add any additional notes to the Notes field, if necessary.
Adjust the Cost Centers, if the expense relates to something outside of the assigned cost centers. Depending on the expense policy assigned to, this may or may not be editable.
Edit the Job field, if necessary. This only applies when the assigned expense policy has jobs enabled, and at least one cost center is editable.
Select Yes in the Itemize? field if there is a need to enter multiple categories to the expense. Leave the field as No if there is no need to add on to the expense.
Add a receipt to the Receipts section, if required for the expense:
Drag and drop the receipt image from a computer.
Select Upload from Computer to browse and select the receipt.
Select Select from Gallery to choose an already uploaded receipt from the Receipt Gallery.
Select Save to return to the Create Expense Report page after completing all fields.
Important Information:
+ Create Expense will only be available after all required fields of the expense report populate.
Upload receipts in JPG, PDF, or PNG formats.
Users can upload up to 20 receipts at a time, up to 20 MB total.
If a user submits a mileage category expense where mileage calculated via the calculate mileage feature, the approver will see the Google Map, Beginning and Ending Address fields, Number of Miles field, and Amount field associated with the expense.
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