Create Reimbursable Expense Reports

Just like the Expense Track website, you can create and submit reimbursable, out-of-pocket expense reports within the mobile app. Your list of draft reports will include any reports you create within the mobile app and ones from the Expense Track website. Use this feature to create expense reports when you’re on the go and don’t have access to a computer.

Note: If you have a Comdata Mastercard, your expense reports will automatically generate and display in the mobile app, just as they do on the website. This process is for only creating reimbursable (non-Comdata card) expense reports.

1. On the main menu, tap Expense Reports.

Note: The fields required to enter an expense item are dependent on the expense type selected and the settings configured by your program administrator.

2. The Expense Reports screen is divided into two sections:

Drafts: Expense reports that have not yet been submitted for approval. Open these to edit them or apply new line items.
Submitted: Expense reports submitted for approval and/or reconciliation. You cannot edit these reports, but you can review them. These reports can be in one of four statuses:
- In Approval: Expense report is waiting for approver to take action.
- Declined: The approver declined the expense report.
- In Accounting: Expense report has been approved and is awaiting reconciliation.
- Fully Released: Expense report has been approved and fully reconciled.

Tap the plus icon to create a new reimbursable (non-Comdata card) expense report.

3. Enter all of the header details for the expense report. Required fields are denoted by a red asterisk.

Note: If you navigate away from this screen after entering information, your report will be saved as a draft.

4. Scroll down to the Lines section and tap Add An Expense Item.

Note: You cannot tap this option until the required fields on the Header are complete.

5. Select an expense item.

6. Complete each field on the expense item.

Required fields are denoted with a red asterisk.

Remember, the fields displayed are dependent on the expense type and configurations made by your administrator.

7. Scroll down and tap View Accounts Coding to enter account code details.

8. An Account Code section displays below. Select the appropriate account code structure. If default coding is applied, some fields may be selected for you, but can be changed.

Note: The configuration of the Account Code fields is dependent on your Expense Track setup. All accounts coding configurations, including accounts coding types and cascading, are reflected in the mobile app and can be applied to expense line items.

9. If desired, tap Add Split to split the account coding.

10. The screen refreshes to add another Account Code section below and includes a Coding Notes, Percentage, and Amount field in both sections.

Enter the amount of the split either in the Percentage field (for example, .5 for 50%) or Amount field (for example, 45.50 for $45.50).

Note: When entering your account code details, you can search by terms contained in the account code value. For example, if you type “wood” all account code values that contain the term “wood” will display for you to choose.

11. If another split is desired, tap Add Split again. You can add as many splits as necessary, but note that the split is not complete until the sum of all splits equal the total amount or percentage (1.0 for 100%) of the expense item.

Note: Use the Coding Notes field to enter a note for each split in the expense item. These notes will be visible to the expense report Approver.

12. Scroll down and tap the attachments icon to attach a receipt image to the expense item. You can either take a picture or select an existing one on your mobile device. See Capture Receipt Images for more information.

13. Once you’ve entered all necessary details, tap Save Item. The expense item is validated and saved with all information you entered.

Note: If you miss a required field, you will receive a warning message upon saving. Tap Fix to go back and complete the missed required fields or tap Dismiss to skip and save the expense item.

14. You are returned to the Edit Expense screen and the expense item displays at the bottom of the screen. From here, you can either:

Tap Add an Expense Item to add another line item.
Tap Save Draft to save the expense report which will display it at the top of the Expense Reports screen.
Tap Submit Expense Report to submit the report for approval.

Note: Each expense item will be in one of the following statuses:

A red flag means the expense item is incomplete and requires additional information.
A green flag means the expense item is complete and can be submitted with the expense report.