Employee - How to fill out a ''Spending reimbursements'' form?

Modified on Thu, 7 Aug at 8:48 AM

To 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:

Spending reimbursements;
Travel reimbursements.

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

Before entering the details of your reimbursement request, start by filling out the fields at the top of your request page, in the Expense reimbursement section:

Select the establishment for which you want to submit your expense: if you only have one on your profile, it will be selected by default.
Indicate your job related to this expense: if you only have one on your profile, it will also be selected by default.
The Main establishment field cannot be edited: this information is set in your profile.
The Anchor establishment field is also for informational purposes: it is only used in calculating travel based on the travel type settings.

Steps to fill out the Spending reimbursements form

In the Spending reimbursements section, click Add to enter a new expense.

A form will open.

Choose the Expense reimbursement type and enter the different information according to the number of days needed:

Enter the Expense Date;
Enter all requested amounts;
Validate the Total amount;
Add a Description;
Upload a Supporting document for this expense, if necessary.

Un peu plus bas, vous trouverez la section Répartition des frais Indiquez obligatoirement le validateur de ce déplacement. Les autres champs sont facultatifs: remplissez-les uniquement si vous connaissez l'information.

Distribute the costs, if applicable

If the reimbursement needs to be distributed:

In the Distribution column, indicate the percentage or amount of the first allocation.
Enter a comment in the DOFIN comment field if necessary.
Select the Validator.
If possible, indicate the Approver.
Select the Budget code and the related Project, if desired.
To add another allocation, click Add. The system will automatically calculate the remaining balance of the allocation. Correct as needed.
Fill in the corresponding fields and repeat if you need a third distribution.

If necessary, you can delete an allocation using the trash can icon.

Once all the information has been entered, you have several options:

Calculate taxes: This button automatically calculates the total breakdown if multiple establishments are involved.
Apply: To validate the information entered for this expense.
Apply and add new: To quickly move on to a new entry.
Apply and duplicate: Ideal if you have several similar expenses to submit. However, you must check and adjust the information of the duplicated expense as needed before submitting it.

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

How to add spendings in bulk?

If you have multiple expenses to declare, you can also click the Add expenses in bulk button in the Spending reimbursements section.

Please note that this option only offers fixed-rate expenses. If your organization has not configured any expense types of this kind, the button will not be available.

Fill out the form by first choosing the Spending reimbursement type and the dates that cover all your expenses. Add a description.

All the dates will be entered automatically in the table at the bottom of the page. If needed, remove a date by unchecking the box in the left-hand column.

Then, you must fill in the Validator field. If possible, complete the other fields: DOFIN comment, Approver, Budget code, and Project. All data entered in one row will be copied to the other rows to facilitate your data entry. You can modify the choices if needed.

Once the form is completed, click Add.

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

Save: This option saves your form with the status 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 on this option. Once submitted, the form will be sent for processing and its status will be Pending.

If needed, watch this video to see the procedure explained in this section: Video: Employee - How to submit multiple expense reimbursements at once?.