Claim expenses

Open Expenses or My expenses, depending on your organisation’s wording.

1. Add a claim and enter the date, category and a clear description.
2. Enter the amount in pounds.
3. Add the requested receipt photos or PDFs. A claim supports up to five receipt files.
4. Choose a budget code or work order if your organisation asks for one.
5. Submit, then check that the claim appears in your list.

For a distance-based claim, use the travel category and enter the distance in the unit shown on the form. The organisation controls the unit and rate. If it shows kilometres, enter kilometres; don’t enter a miles figure without converting it.

Follow the claim

The status shows whether it is Submitted, Approved, Queried, Rejected, Paid or Withdrawn. Read any review note before changing or resubmitting a queried claim.

An approved claim is waiting for payment to be handled outside the app. Paid means someone has recorded payment; the app does not move money.

Some organisations automatically approve qualifying small claims. Others require every claim to be reviewed. You cannot manually approve your own claim, even if you also manage expenses for other people.

If a category requires a receipt, include it. An approver must give a reason to approve without a required receipt. For lost receipts or a disputed decision, follow your organisation’s policy and contact the approver.