There are 2 types of expense records that a user can choose to create:
- Actual expenses
Expenses as incurred, based on invoices/receipts
- Per diem expenses
Daily allowances given to travellers to cover travel expenses
Create an actual expense
- Sign in to your Navisteps account
- Go to Reports -> My Reports
- Click on an existing report or click on the add (+) button to create a new report
- If it is a new report, set a name for your report and select the Attendees involved
- On the report page, click on the add (+) button, followed by Expense to add a new expense
- Click on the Expense tab
- Fill in the required information. Learn more about the expense fields below
- Click Save to finish
After you are done adding all your expense, learn how to submit them for approval here!
Expense fields and what they mean
Attach an invoice/receipt or other supporting documents (Optional)
- Click on the attachment area to attach a file from your local drive or take a picture from your camera
- Click on Upload more files if you have more than 1 file to attach for this expense item
- Toggle between uploaded attachments using the green arrows on either side of the attachment preview
- Click on the delete icon to remove an attachment
Type and select the names of users for whom this expense has been incurred.
For instance, if the receipt is for a meal that you had with your colleagues Joe and Mary, select yourself, Joe and Mary under Attendees for the meal expense
Select from the drop-down menu an expense category that is appropriate for the expense.
Expense categories are defined by the company admin user and is unique for each company. Users in the same company may also see different expense categories if they are under different expense policies. Contact your manager or admin if you are not sure which category an expense falls under.
If you are an admin user, learn how to create or edit expense categories here.
Type the merchant name so that you, your manager and the company finance team can easily identify each expense - at one glance. This will ensure speedy approvals for your claims!
Some examples of merchants are: Uber, 7-11, Cafe Zen
Date of Purchase
Select the date that the expense is incurred (i.e. receipt date) from the calendar view. Alternatively, type in the date (numerals only) in the format of <DD><MM><YYYY>
Select the appropriate currency, and type in the total value of the expense in the selected currency. Fill in the appropriate exchange rate if the expense is filed in a foreign currency.
The pax field refers to the total number of people involved in the expense, including any external parties. Filling in the number of pax for an expense gives users a better idea of the spending per person.
For example, if you paid $300 for an entertainment lunch that was attended by yourself, your colleagues Mary and Joe, as well as client personnel Mr Gomez and Ms Jones, you can fill up the expense information as follows:
Attendees: yourself, Mary, Joe
The expense allocation for the company is $100/employee. However, the cost per person is in fact $60/pax, and this measurement actually provides users and managers with a more useful reference to determine if incurred expenses are reasonable.
Payer refers to the person who has paid for this bill.
By default, the payer would be the user creating the expense record. If you are filling out an expense that was paid by a colleague, remove your name and input the name of the actual person who paid for the expense.
Use this to elaborate on the expense and its purpose or input any note or further details you may need to provide to your manager and finance teams - this is entirely up to you! Check with your managers to understand more about your company or department practices.
Some examples of remarks that help users get a good understanding of the expense are:
Orange Restaurant - lunch with Client Company A
ABC Postal Company - courier loan agreement to Director Landon
XYZ Pharmacy - box of face masks
Check the reimbursable checkbox if you are filing a claim with your company for expenses that you have paid for.
Get in touch with us at [email protected] if you need any help.