Frequently Asked Questions

Contact your company administrator if you forget your Expense Track user name. To retrieve your password, click Forgot Password on the Expense Track login page. You will be required to enter your Expense Track user name or email address.

You have applied an incorrect account code for the expense item. Contact your Company Administrator to find out the correct account code.

Once your expense report is approved, you will receive a notification (either through the Message tool on the Expense Track home page or through email). You may also track the status of your submitted expense reports by selecting Travel & Expense > All Expenses. Then, click an expense report number to view its approval history.

This is dependent on your company’s expense cycle.

Expense Track requires users to attach receipt images to all expense reports. However,there are two exceptions to this rule – Mileage and Tips:

• The Google Maps feature in Expense Track will suffice as a receipt for mileage expenses
• Cash tips are reimbursable and will not require receipts. However, any tips considered excessive will not be reimbursed. In the vent you receive a receipt for cash tips, please provide the receipt.
• All other expenses must include a receipt image attachment.

Receipt images can be attached to expense line items on expense report drafts. Thiscan be done either through the Expense Track website or mobile app (recommended).

Alternatively, you can email receipt images to the Expense Track website. Contact
your company administrator for the correct email address to send your receipt images.

Note that receipt images must be sent as email attachments and in one of the following formats:

• .xls
• .html
• .text
• .gif
• .xlsx
• .pdf
• .txt
• .tif
• .doc
• .jpg
• .zip
• .tiff
• .docx
• .jpeg
• .png
• .rtf

If you have problems submitting a receipt, contact your Company Administrator.

If you misplace a receipt, you can use a Missing Receipt form in its place. Complete a Missing Receipt form and attach it to the expense item as you would a receipt image.

You can access the Missing Receipt Form in the Expense Track Online Help.

Immediately contact your company administrator. You may also mark the transaction as fraudulent through the Add/Edit Expense Item page.

Yes, when coding an expense item, use the Accounts Coding feature to split charges on the transaction to different divisions or projects in your company.

No, the expense items are configurable and managed by the Expense Track Administrator within your company. This allows them to set the rates that your company reimburses which includes the ability to have different mileage reimbursement rates for different groups of users.

Yes, you must submit expense reports to move into the approval workflow process. You can submit expense reports either on the website or through the mobile app.

Yes, the coding types in Expense Track are unlimited and can be configured by Administrators. The label and segments that make up the coding can be customized to your company’s needs.

No, these functions apply to the entire expense report

The scan quality and size is dependent on the scanner settings for the device used. Expense Track does not modify scanned attachments.

Options include:

• Mobile App Receipt Capture: If you’re a Premium user, use the Expense Track mobile app to capture receipt images and upload them to the Expense Track website. If the data on the receipt matches an expense item, the receipt image will auto-attach to the expense item.
• Email: All users can email receipt images (Hotel, Home Depot, etc.) to Expense Track, which will place them in the Receipts queue until they are attached to the correct expense item.
• Attachment from Desktop: You can attach receipt images saved on your computer to individual expense items.

Yes, receipts are uploaded in real-time and are available on your Receipts queue until they are either auto-attached during a Comdata Mastercard transaction import or manually attached to a transaction after the import.

The dashboard lists only the current expense reports. Once the user opens the expense report, they will see each transaction’s expense item (similar to vendor group), Vendor Name, Amount, Status Flag, whether it was a Comdata Mastercard or reimbursed transaction, and any attachments.

The expense report number is a sequential, system generated number that is assigned to each expense report in the system.

No, but the number of attachments is shown on each line in the list view and the image hyperlink is displayed in the detail view.

Yes, submitting an expense report in Expense Track triggers a notification to the approver(s) that the expense report is awaiting approval. These notifications can be sent to users via internal notification (Expense Track Messages) or via email.

Yes, Comdata Mastercard transactions are imported into Expense Track the day after they are settled by the merchant which usually takes 1-3 days after the initial purchase.

Yes, users with a Comdata Mastercard can be reimbursed by using our Cash Wallet product. The reimbursements can be available to the users on the debit side of the card (pulling the cash at an ATM) or sent directly to the user’s bank account. Expense Track has a standard export that can be uploaded to our Cash Wallet system to load the funds for the users.

If a receipt image does not automatically attach, users can attach the image to the transaction from the Receipts queue on the Edit Expense Report page. They will need to click the paperclip icon in the Receipts queue to add the image. A preview of the images is shown in the same screen.

No, Expense Track is for both Comdata cardholders and non-cardholders that have reimbursable expenses.

Yes, approvers can edit transaction coding during the approval process or if they are a delegate for another user.

Yes, Expense Track supports multiple languages.

Yes, users can set and update default coding in Expense Track.

Unapproving a transaction is not an option in Expense Track. Once the expense report has been “processed” from the approval queue, it can only be changed by the accounting approval (reconciliation) user or the next approver.

The Google maps integration for automatic mileage calculation uses only the shortest time to calculate the mileage for a trip. Users can enter the mileage if it is different or the Google maps integration can be shut off so users only enter the mileage.

Internal notifications (Expense Track Messages) provide the expense report number and the website dashboard has the hyperlink to the expense report for the approval. Expense approvers can also access the report from the approval section in the mobile app.

You cannot add locations to the name of an expense report. However, you can set up locations to be used as coding values if they must be specified per transaction or the user’s base location needs to be identified. Locations can be reported on.

The fraud disputing process is the same in Expense Track as it is today; if you notify your Administrator of a fraudulent charge, use the Online Dispute Form located in iConnectData (ICD). In a later release, a transaction disputing process will be added to Expense Track.

Yes, users can enlarge images on the Expense Track website, and approver users can click on the image link and zoom into the image on both the mobile app and website.