Adding and sending an expense claim in the app

Adding and sending an expense claim in the app

After logging in to the Elari app, you land on your personal dashboard. In this overview, you can quickly create a new expense claim and see your most recently created expense claims.

Info
If your organization also uses other modules, there can be multiple actions to be taken on the dashboard.

By tapping ‘Expense claims’ at the bottom of the menu, you get an overview of the expense claims you have created.

Created expense claims are grouped by period. A period can contain multiple expense claims (= lines). The status of your expense claims can be found in the period overview. Ongoing expense claims are under ‘Pending’. If an expense claim has been paid or removed after processing, you find it under ‘Processed’. A created expense claim goes through the following process:
  1. You have created an expense claim and can now send it.
  2. The expense claim is pending with an assessor.
  3. The expense claim has been approved and is exported for payment when the period is closed.
  4. The expense claim has been disapproved and needs to be corrected. It restarts at the beginning of the process and can only be exported after approval.
  5. The expense claim has been exported and the claimed amount is refunded to your account.

Creating an expense claim

From the period overview of all expense claims, tap the plus icon to create a new expense claim.

Next, choose between 'Receipt' and 'Travel'. With ‘Travel’ you create a mileage claim; with ‘Receipt’ you create all other expense claims that are permitted in your organization.

Receipt

By pressing the 'camera icon,' you can attach a document. You can choose to take a photo of a receipt directly or select a previously taken photo from your files.

Then, proceed to fill in:
  1. The organizational unit for which you want to submit the claim.
  2. The type of reimbursement you want to claim.
  3. A description of the incurred costs.
  4. The date. Today's date is shown by default, but you can select a different date if the expenses were incurred on another day.
  5. Depending on the claimed expenses, you can enter an amount or a quantity.
  6. Finally, you can add extra remarks if necessary.

Once you've filled in all mandatory fields (marked with a *), you can click 'Save' in the upper right corner.

Info
After saving, the expense claim still needs to be sent. How to do this is described below under ‘Sending the expense claim for further processing’.

Travel

First, select the departure location. Click on the 'from' field to choose your current location, a location from the address book, or use the magnifying glass to start typing your departure location. Google will determine the exact starting point. Similarly, enter the destination of the trip under 'to'.

Once both locations are filled, the distance and reimbursement will be automatically calculated.

You only need to fill in the fields that are still empty and are mandatory (marked with a *):
  1. Select the organizational unit for which you want to submit the claim.
  2. Choose the type of reimbursement.
  3. Add a description of the incurred costs.
  4. Optionally adjust the travel date. Today's date is shown by default, but you can select a different date if the travel occurred on another day.
  5. The number of kilometres and the associated amount can only be modified by selecting a different departure or destination location.

Finally, you can add extra remarks if necessary.

After filling in everything, you can click 'Save' in the upper right corner.

After saving, the expense claim still needs to be sent. How to do this is described below under ‘Sending the expense claim for further processing’.

Sending the expense claim for further processing

Created expense claims can be found in the period overview. From here you can send periods with the status ‘to send’. When you select a period, you see all expense claims that fall under it. You can send them all at once with the text or the icon for ‘send’ in the upper right corner.



Depending on your organization’s settings, you might need to declare that you've filled in the data truthfully and agree with the terms and conditions. Click the checkbox to place a checkmark. You can now tap the blue bar to send the expense claim definitively.

Your expense claim now has the status ‘pending’ in the overview and follows the process described above. Once the expense claim has been paid, you find it in the expense claim overview under ‘Processed’.