This guide will help you navigate the process of submitting expenses and reports through the Zoho Expense platform. By following these steps, you can ensure that your expenses are accurately recorded and reimbursed in a timely manner.
- Log in to your Zoho Expense account using your JEMS/AACF credentials.
- Familiarize yourself with the dashboard, which displays various options related to your expenses and reports.
🎥 Video walkthrough for submitting expenses using auto scan.
Zoho Expense offers an autoscan feature that automatically detects key details from an uploaded receipt, including the expense's date, merchant, category, and amount. Users can utilize this feature for up to 20 autoscans each month.
⚠️ Note: Autoscan is unable to detect multiple receipts on a single page. Please upload each receipt individually.
- Drag your receipts to the "Drag Receipts" box under Quick Add on the dashboard. In a few minutes, the uploaded receipt should appear on the Expenses page.
-Open the expense and ensure the fields are filled out correctly. If fields are incorrectly or missing data, make any corrections before saving.
🎥 Video walkthrough for manually submitting expenses.
⚠️ Note: Each receipt should be submitted separately; do not include multiple receipts on a single expense.
- Click on the "Create Expense" button from the dashboard.
- Click to attach receipts from your computer, or drag the receipt to the upload area.
- Fill in the required fields:
Expense Date
Merchant (if the merchant isn't in the existing list, type the name to add)
Category (e.g., meals and food, supplies, telecommunications)
Enter the amount, description, and appropriate account
If you're submitting an expense for reimbursement, ensure "Claim reimbursement" is checked. If your expense is for a simple check request, such as an honorarium, bill, or other expense, "Claim reimbursement" should be unchecked.
-If your receipt contains multiple reimbursable items, click "Itemize" (each line should contain a category, description, amount, and account)
- Review all details to ensure accuracy.
- If you have additional receipts to add, click "Save and New" to record the expense, otherwise click "Save and Close".
🎥 Video walkthrough for submitting mileage expenses.
⚠️ Note: Each day's travel should be recorded separately.
- Click on the "Create Expense" button from the dashboard.
-Click "Add Mileage" at the top of the window.
- Fill in/complete the required fields:
Expense (Travel) Date
Select whether you'll be recording your mileage based on distance traveled or your vehicle's odometer readings.
If you selected Distance traveled, enter the number of miles (or kilometers for those outside the US).
If you selected Odometer, enter the reading at the beginning and end of your travel.
The amount will be calculated automatically.
Enter a description of the travel and the appropriate account.
- Review all details to ensure accuracy.
- If you have additional trips to add, click "Save and New" to record the mileage, otherwise click "Save and Close".
🎥 Video walkthrough for creating and submitting reports.
- Click on the "Reports" page on the dashboard.
- Select "+ New Report."
- If the payee is other than the submitter, include the payee's name and address
-If the reimbursement is urgent, select "Urgent/Time Sensitive" in the Priority dropdown menu.
-Click "Save."
-Click "Add Unreported Expenses (#)"
-Select all expenses—including mileage—to be added to the report and click "Add # Expenses"
- Review the selected expenses for accuracy.
- Add any additional comments or notes if necessary.
- Click "Submit" to send it for approval.
🎥 Video walkthrough for tracking submitted reports.
- Navigate to the "Reports" page to check the status of your submitted reports.
- You can view whether a report is pending approval, approved, or rejected.