Create and Submit an Expense Item in Item-only Expense Set-up on Corpay Complete

IMPORTANT

Before you begin, ensure your company is configured for Item Only expense processing. Companies can use either Item Only processing or Expense Report processing. A company cannot use both methods simultaneously. Customers who want to switch from Expense Report processing must first ensure that all existing expense reports are approved and closed before Corpay can enable Item Only mode.

Follow the steps below to create and submit an Expense Item for reimbursable expenses.

1. Select the Expenses menu item from the left-side navigation pane.

2. On the Expenses tab, click + Create Expense Item.

3. Complete the fields on the Create Reimbursement page including required fields and uploading receipts and click Create and Submit.

Field and action button descriptions:

1. Employee – Select the employee submitting the reimbursement.

    

2. Policy – Choose the applicable reimbursement or expense policy.

    

3. Expense Item Type – Select the type of expense being submitted.

    

4. Merchant – Enter the merchant or vendor associated with the expense.

    

5. Date – Enter or select the date the expense was incurred.

    

6. Currency – Select the currency used for the expense.

    

7. Tax Code – Select the applicable tax code, if required.

    

8. Tax Amount – Enter the tax amount associated with the expense.

    

9. Total Amount – Enter the total expense amount.

    

10. Billable – Enable if the expense can be billed back to a customer or project.

     

11. For Reimbursement – Select to indicate the expense should be reimbursed to the employee.

     

12. Description – Provide a description or business purpose for the expense.

     

13. Expense Allocation – Section used to allocate the expense to the appropriate accounting categories.

     

14. Split Expense – Split the expense across multiple allocations or categories.

     

15. Category – Select the expense category for coding and reporting purposes.

     

16. Attach From Receipt Queue – Attach a receipt that has already been uploaded to the receipt queue.

     

17. Add Expense Item – Add another expense item to the reimbursement report.

     

18. Cancel – Discard changes and exit without submitting.

     

19. Save Draft – Save the reimbursement as a draft to complete later.

     

20. Create and Submit – Submit the reimbursement for approval.

Note: If you wish to save the expense item as a draft, complete the fields on the Create Reimbursement page and then click the Save Draft button. The expense will be assigned a status of Draft.

• Once you submit the new expense item, you will receive a popup message confirming the creation and submission of the expense item. The expense item will be assigned a status of New.

IMPORTANT

If the newly created Expense Item does not have any violations, it will go straight to the Pending Approval tab awaiting approvals.