Expense Reports Explained

Modified on Thu, 30 Oct at 3:37 PM

Overview:

The new Expense Report provides a clearer and more detailed view of all submitted expenses under the latest Expense Policy. It includes key information such as expense policies, amounts, submission dates, and approval statuses, giving users and approvers better visibility and control over expense tracking and compliance.

TABLE OF CONTENTS

Expense Reports Explained

Expense Reports Explained

Important note: If your expense form has custom fields or more than 1 approver, they will appear in the expense report too.

The expense report is in the form of an Excel file. The following are the default column fields of the expense report and their description:

Column Fields	Description
Expense ID	Unique reference number assigned to each expense record.
Status	Current state of the expense (e.g., Submitted, Approved, Rejected, Reimbursed).
Category	Type of expense based on company’s expense classifications (e.g., Travel, Meals, Office Supplies).
Policy	Expense policy applied to the submitted claim.
Policy Instructions	Guidelines or notes from the applied expense policy.
Accounting code	Internal accounting reference used for bookkeeping or cost allocation.
Secondary code	Additional accounting or project code for detailed tracking.
Merchant	Name of the vendor or service provider for the expense.
Receipt date	Date shown on the expense receipt.
Claim currency	Currency used in the submitted expense claim.
Claim amount	Total amount of the expense claimed by the employee before reimbursement.
Description	Short explanation or purpose of the expense.
Receipt 1 (Links are valid for 7 days)	Download link to the uploaded receipt image or file (expires after 7 days).
System ID (Employee)	Unique system-generated ID of the employee who submitted the expense.
Employee ID	Employee’s identification number in the HR system.
Employee	Full name of the employee submitting the expense.
Country	Employee’s work or office country.
Company	Legal entity or business unit associated with the expense claim.
Department	Department the employee belongs to.
Position	Employee’s job title or role.
Location	Work location or office site of the employee.
Bank country	Country where the employee’s bank account is registered.
Bank name	Name of the employee’s bank.
Bank code	Bank’s local code (e.g., branch code or routing number).
Bank branch code	Unique code identifying the specific branch of the employee’s bank.
Swift code	Bank’s SWIFT/BIC code used for international or interbank transfers.
Bank account number	Employee’s bank account number for reimbursement.
Bank account holder name	Name of the bank account holder receiving reimbursement.
System ID (Submitted by)	Unique system-generated ID of the user who submitted the expense.
Submitted by	Name of the employee who submitted the expense claim.
Submitted date	Date when the expense claim was submitted for approval.
Approver 1	Name of the first approver who reviewed the expense claim.
Approval type 1	User approved or auto-approved.
Approved date 1	Date when the first approver approved the expense claim.
Rejected by	Name of the approver who rejected the expense claim.
Rejected date	Date when the expense claim was rejected.
Rejected reason	Explanation or comment provided for rejecting the expense claim.
Reimbursed by	Name of the person or department that processed the reimbursement.
Reimbursed date	Date when the approved expense was reimbursed to the employee.

Related Article(s):

Downloading Expense Report

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