Documentation
My Expenses – Employee Expense Claims
My Expenses is the employee-claim workspace for personally paid expenses and expenses settled against an employee Cash Advance.
What this screen is for
Use My Expenses when the logged-in employee needs to record a business expense paid personally or an expense incurred against an issued Cash Advance.
Do not use My Expenses as a shortcut for company cash/bank/card or Petty Cash spending. Those scenarios normally belong in Direct Expense.
Quick Reference
Normal path
| Step | What happens |
|---|---|
| 1. Create | Enter expense, category, payer, amounts/dimensions and supporting evidence. |
| 2. Evaluate Policy | Save and run applicable expense-policy rules. |
| 3. Confirm / Submit | No active approval template -> Confirm. Active template -> Submit to the approval boundary. |
| 4. Post Accounts | Creates the General Ledger Journal Entry after the claim is in an allowed confirmed/approved state. |
| 5. View Journal | Opens the posted GL Journal Entry. |
| 6. Reverse Accounts | Creates a linked reversing JE when reversal is allowed and a reason is supplied. |
Before you start
- Your employee/user mapping and Organization context must be valid.
- Choose an active Expense Category that permits the payment responsibility you need.
- For Cash Advance expenses, the referenced advance must exist and later be linked through a recorded Expense Claim settlement line.
- For Mileage or Per Diem, an effective rate must exist for the travel date/currency and relevant rate attributes.
- For accounting, the category/distributions and EXM accounting settings must be complete.
General fields
General
| Field | Requirement | Meaning |
|---|---|---|
| Expense Number | System-generated after creation | Stable claim number. |
| Employee | System/user context | Claimant employee. |
| Expense Date | Hard-save mandatory | Business date of the expense. |
| Expense Category | Hard-save mandatory | Controls special calculation, accounting/tax defaults and eligibility. |
| Merchant / Payee | Optional/operationally useful | Where the expense was incurred. |
| Business Purpose | Hard-save mandatory | Why the expense was incurred for business. |
| Payment Responsibility | Hard-save mandatory | Employee Personal or Cash Advance for claim accounting. |
| Cash Advance | Conditional | Required when Payment Responsibility is Cash Advance. |
| Payment Method | Optional/configuration-dependent | How the expense was paid. |
| Bill / Receipt Number | Optional/policy-dependent | Supplier/merchant reference. |
| Bill Date | Optional/policy-dependent | Document date. |
| Currency / Exchange Rate | Currency defaulted; exchange rate operational | Currency context for claim and calculation. |
Amount & Tax
For a standard expense, maintain Bill Total, Taxable Amount and Tax Amount as applicable. The system derives/reports recoverable and non-recoverable tax according to the transaction/category context.
For Mileage and Per Diem claims, the detailed calculation lines are authoritative for the calculated claim amount; relevant amount fields become derived/read-only rather than manually typed.
Mileage Details
When the selected category type is MILEAGE, a Mileage Details tab appears. Add travel lines with Travel Date, From, To, Mileage Rate, vehicle/distance context, Distance and Trip Purpose.
The server validates the rate's Organization, effective date, currency, vehicle type and distance unit, enforces Maximum Distance / Day when configured, and recalculates Distance x Rate Per Unit. The saved line retains the rate snapshot used for the claim.
Per Diem Details
When the selected category type is PER_DIEM, a Per Diem Details tab appears. Add one line per travel date and choose the effective Per Diem Rate.
The line records Destination, Day Type (Full/Half), Overnight, base/lodging/incidental allowance snapshots, Meal Deduction, calculated amount and remarks. Meal deduction cannot exceed the applicable pre-deduction allowance.
Accounting & Dimensions
At least one Accounting Distribution is required. Each active distribution requires a GL Account, and the distribution amounts must total the claim's Expense Total.
Business Unit, Cost Center and other supported dimensions can be carried to the accounting lines. Selecting a category with a default expense account can seed a 100% category-default distribution, which Finance can review before posting.
Attachments
Use Attachments to upload receipt/supporting files. Saved attachment rows require both file name and uploaded file URL/metadata.
Receipt requirements can also be governed by the category and Expense Policy.
Policy Review and Evaluate Policy
Choose Actions -> Evaluate Policy on a saved editable claim. The screen saves the latest data and evaluates applicable policies, then shows the result on Policy Review.
Confirm/Submit also performs policy evaluation. A blocking result stops progression and tells the user to review the Policy tab.
Action: Confirm or Submit
Open the three-dot Actions menu on a saved editable claim.
If no active approval template is configured for My Expenses, the action label is Confirm. The confirmation saves/evaluates the claim and moves it to CONFIRMED when policy permits.
If an active approval template exists, the label is Submit. The transaction moves to SUBMITTED/PENDING and accounting stays blocked until an approved state is reached.
Confirm / Submit dialog
For Confirm, the dialog asks whether to save the latest changes, evaluate policy and confirm the claim because no active approval template is configured.
For Submit, the dialog asks whether to save, evaluate policy and submit the claim to the configured approval boundary.
Choose Cancel to leave the claim unchanged by that action. Choose Confirm in the dialog only after reviewing the policy-sensitive data.
Action: Post Accounts
Post Accounts is available only after the claim is in a permitted Confirmed/Approved/Audited state and is not already posted/reversed.
For Employee Personal Funds, posting debits expense distributions and recoverable tax and credits Employee Reimbursement Payable. The claim moves to reimbursement-pending accounting status.
For Cash Advance, posting debits expense/tax and credits Employee Advance. The claim must already be represented by a recorded matching Expense Claim settlement on the referenced advance, and the advance issue must already be accounted.
Action: View Journal
After posting, choose View Journal to open the General Ledger Journal Entry created from the claim. Use it to verify accounts, debit/credit balance, dimensions and source-document traceability.
Action: Reverse Accounts
Reverse Accounts is available for a posted claim while reimbursement has not started. The dialog requires a Reversal Reason.
Confirming creates a separate reversing Journal Entry linked to the original and marks the claim accounting as reversed. For a Cash Advance claim, the matching settlement is also reversed and the advance balance/status is refreshed.
Status and action matrix
Typical claim states
| State | Edit | Confirm/Submit | Post Accounts | Reverse Accounts |
|---|---|---|---|---|
| DRAFT | Yes | Yes | No | No |
| CONFIRMED | No/limited | No | Yes | No |
| SUBMITTED / approval pending | No/controlled | No | No | No |
| APPROVED / audited eligible | No/controlled | No | Yes | No |
| ACCOUNTED / REIMBURSEMENT_PENDING | No | No | Already posted | Yes if reimbursement not started |
| REVERSED | No | No | No | No |
Reimbursement boundary
Employee-paid claim accounting creates the liability to the employee. Automated EXM reimbursement payment batching is not part of this current guide.
Until that layer is enabled, Finance can settle the employee payable through the organization's normal controlled payment process and reconcile it to the posted claim.
Troubleshooting
- Confirm/Submit disabled: wait for approval-template lookup to finish; if it fails, the action stays disabled rather than guessing.
- Policy blocked: open Policy Review, correct the condition or follow the organization's authorized exception procedure.
- Distribution total mismatch: make distributions equal the Expense Total.
- Cash Advance claim will not post: confirm issue accounting, matching recorded settlement and equal settlement/claim amount.
- Missing reimbursement/advance account: configure EXM Accounting App Settings.
- Reverse Accounts unavailable: confirm the claim is posted and reimbursement is not Partial/Paid.
Related pages
Frequently asked questions
Can I claim a company-paid Petty Cash expense here?
No. Use Direct Expense for company-paid/Petty Cash spending. My Expenses is for employee-paid or Cash-Advance claim scenarios.
Why does Mileage/Per Diem change the amount fields?
Those category types use calculated detail lines and configured rates rather than a manually typed total.
Why can't I reverse after reimbursement starts?
Once payment has started, reversing only the expense accrual would leave the payment relationship inconsistent. Reverse/correct the payment first through the appropriate finance process.