Record a standalone expense on the Trips & expenses page when it does not belong to a travel claim. This might be a purchase of supplies you paid for yourself. Use the Expenses filter to show expenses only.
If the expense belongs to a business trip, add it to the travel claim. It will then be processed with the trip, not as a separate claim.
Add the expense and receipt
- Select New expense.
- Attach the receipt as a JPG, PNG or PDF file. If receipt recognition is enabled, Kelomo can fill in details from it. Always check them.
- Select an expense type and enter the amount in euros.
- Check the VAT. For a receipt with several VAT rates, choose Breakdown and split the amount by rate.
- Choose Own money or Employer card as the payment method.
- Briefly describe what you bought and why. Check the date, project and any other required cost allocations.
- Select Save, or Save & add another if you have more to record.
The expense is saved as a draft. An expense paid by employer card is not marked for reimbursement to you. Whether a personally paid expense is reimbursable depends on the expense type and your employer’s settings.
You can also start an entry by dropping a receipt file onto the list. If a receipt email address appears on the page, you can send the receipt there. Check the resulting draft and submit it for approval separately.
Submit the expense
Select Submit for approval on the expense row. To submit several drafts at once, select the rows and Submit selected.
Employer settings determine whether a separate review is required before approval. A small expense may also be approved automatically if your employer has enabled this and the expense meets the conditions.
A notice may flag a missing receipt or project, an exceeded spending limit, or a possible duplicate. Correct any issues before submitting. Some notices can block submission, depending on your employer’s settings.
Add a receipt or correct details
Use Add receipt to attach a receipt to a draft, submitted or reviewed expense. You cannot add one after approval or once the expense is locked for export. A receipt can only be removed from a draft.
If the amount, payment method or other details are wrong, select Reopen. A submitted or reviewed expense returns to draft if it is not locked. Correct the details and submit it again.
A returned expense includes the reviewer’s reason. Make the requested corrections before resubmitting. For an already approved expense, contact the person handling it.
Follow the reimbursement
Approved means the expense has been approved, not paid. Sent to payroll means it is included in payroll export data. Ask your employer when it will be paid.
If you cannot find an expense, check the date range and filters. An expense attached to a travel claim is found in that trip’s details.