Employee - How to fill out an ''Expense reimbursements'' form?

Fill out a reimbursement form is a step essential to ensure that your expenses are correctly processed and validated. This article explains to you, step by step, how to access the module, enter the necessary information, and submit your form in an efficient and error-free manner. 

• In the left menu, access the module of reimbursements under the section Forms, click on the module Expense reimbursements; 
• Once in this module, click on the button Add to initiate a new request of reimbursement.

Two types of reimbursements are available:

• Reimbursement of expenses;
•  Travel Reimbursement.

If you want to know how to fill out a travel reimbursement request, consult this article:  Employee - How to complete the "Travel reimbursements" form?

Steps to Fill Out the Expense Reimbursement Form

• Select the establishment related to your expense;
• Click Add to enter a new expense;
• Date of expense: Enter the date in the field;
• Types of expense reimbursements : Choose a type from the dropdown menu in the Expense Reimbursement Type field ;
• Amount before Taxes : Enter the amount before taxes. 
  • The amounts for GST, PST, total taxable, and the total amount will be calculated automatically;
  • For certain types of expenses, the amount before taxes is pre-recorded and does not require manual entry.
• Description : Add a clear description of your expense;
• Supporting Document(s): Attach the necessary supporting documents by clicking the dedicated button. This may include invoices, receipts, or any other relevant document to validate your expense. 

• Fee distributions :

  • If the expense is allocated across multiple establishments, indicate the allocation percentage for each one;
  • To add an additional distribution  :
    • Click on Add;
    • Enter the percentage and specify the approver for each establishment .

• Budget Code and Project (Optional) :

  • f you know the budget code or project related to the expense, you can enter them in the corresponding fields.

Une fois toutes les informations saisies, plusieurs options s’offrent à vous :

• Apply and Duplicate: Ideal if you have multiple similar expenses to submit;
• Apply and Add New: Quickly move on to a new entry;
• Apply : Validate the information entered for this expense;
• Calculate taxes: This button automatically calculates the total allocation if multiple establishments are involved. 

Once the information has been entered, you have two options :

• Save: This option saves your form as a draft. The information remains editable and has not yet been submitted for validation;
• Submit for Validation: When you are ready to send your form for processing, click this option. Once submitted, the form will be sent for approval and processing by the responsible personnel.

If you have multiple expenses to declare, click the Add button in the Expense Reimbursements section. Repeat the steps above for each expense. .

To view the procedure explained above, click on this link : Video: Employee - How to fill out the ''Expense Reimbursement'' form?