Online Expense Report User Guide - Graebel · Online Expense Report User Guide: 6.8.16 Page 3 of 14 Best Practices Always submit expenses within 30 days so the information can be

Online Expense Report User Guide: 6.8.16 Page 1 of 14

Online Expense Report

User Guide

This Online Expense Report User Guide has been designed to provide step by step instructions for using

the online expense system.

Note: If you are requesting a payment or reimbursement as a direct deposit or wire into your bank account, it is necessary for you to setup your banking information prior to submitting your expenses online. A check is the only payment type that does not require banking information.

See pages 9-11 for bank account setup instructions.


Table of Contents

Table of Contents ....................................................................................................................................................... 2

Best Practices ............................................................................................................................................................. 3

Selecting the Assignment ........................................................................................................................................... 4

Entering a New Expense ............................................................................................................................................ 5

Editing a Draft Expense ............................................................................................................................................ 11

Banking Information ................................................................................................................................................ 11

Entering Banking Information .................................................................................................................................. 11

Bank Account Details ........................................................................................................................................... 12

Final Bank Information ......................................................................................................................................... 12

Beneficiary Information Section .......................................................................................................................... 13

Additional Bank Account Fields ........................................................................................................................... 14


Best Practices

Always submit expenses within 30 days so the information can be recalled easily.

Submit expenses in weekly increments at a minimum. There is no reason to submit an expense

report per day.

Include ALL receipts and be sure they meet policy guidelines.

Receipts must include the company identification.

Include dates for all mileage reimbursements.

Make sure all receipts are legible. You can write a short description on the receipt for

clarification. Example – House Hunting Trip – Lunch.

Provide an English translation for receipts not printed in English.

Scan all receipts into one attachment in the proper order to make uploading and processing

easier.

Mark non-reimbursable items clearly on the receipts and don’t include in the total.

Submit each phase separately. Example – Submit House Hunting Trip as one and the Final

Move as another.

Select the correct currency to avoid confusion.

Select ACH or Wire. For Wires, the expense MUST meet a $40 USD minimum.

Valid proof of payment is required and that can include a copy of the cleared check or bank

statement.

If there is no category for a specific expense, ask your Consultant as the system may need an

update.


Selecting the Assignment If you have multiple assignments/relocations, please ensure you select the correct one prior to entering an expense.

1. Click your name. 2. Click the pencil next to the current assignment.


Entering a New Expense 1. To begin entering a new expense, login into globalCONNECT and click My Expenses from the menu

on the left. 2. Then click My Expense Reports.

Check out the Online Expense Video Tutorial located under Resource Library/Online

Resources for a video version of this guide.


3. Click Create New Expense Report to enter the expenses.

4. For Description, enter the description of the type of reimbursement.

Example: Final Move, House Hunting Trip

5. Enter the Date Covered (From) and Date Covered (To) dates for the time period the expenses are

covering. **The date covered should not exceed 30 days.**

Be sure not to combine each benefit into one expense report. For example, submit one

expense report for the Final Move expenses and another for the House Hunting Trip

expenses. This helps organize the expenses and gets them processed faster.

6. Select or enter the Requested Payment Currency. This is the currency you wish to be paid in and must match your bank account currency.

7. Select or enter the Default Submission Currency. This should be the currency most of your receipts are in. This does NOT need to be the same as the Requested Currency above.

8. Click Next.


9. The expense options available at this point are specific to your policy type and benefits. Enter the

expense line items per your receipts. Add and enter meals together, unless in a different currency.

Note: If your receipts are in a different currency than the Default Submission Currency, click Save

before adding the expense items.

10. Enter the date for which the line item is valid. For example, if the meal receipts are for the entire

trip, enter the date range of those receipts. 11. If there are any comments you would like to add to help clarify any of the line items entered, click

Add Comments next to that item. 12. If you want to complete the expense report later, click Save then Close to put the expense report


into Draft status and return later. Click Next to continue. 13. Under the Payment tab, select the Payment Method for the type of reimbursement you would like

to receive. The options available are:

ACH (Electronic Funds Transfer) – US only, if you select this method you will need to select the bank account to where the funds will be sent.

Paper Check – US Only, if you select this method you will also need to select the mailing address to where the check should be sent.

Wire, if you select this method you will need to select the bank account to where the funds will be sent.

If there is no bank account in the drop down when you select ACH (Electronic Funds Transfer) or Wire, you will need to go to the Banking Information section and enter bank information before proceeding.

14. Click Next.


15. Under the Submittal tab, upload all relevant supporting documents by clicking the + icon. Note: Any missing receipts or backup documentation will delay the processing of the expense report.

16. Select the Type as Receipts. 17. Enter the Name.

a. Example – Meal Receipts 4/3/16 18. Click Select File to choose the file to upload. You can upload 5 items at a time.

a. Click Upload. Repeat until you have uploaded all the desired items.

Make sure all documents that relate to the expense report are included such as all itemized receipts with corresponding dates, travel documentation, lease copies, proof of payment, etc.

19. Click Submit Expense Report once all items are complete. Once you click submit, you cannot edit

or add anything additional. If you need to do further edits, click Back prior to submitting and edit or Save into Draft to complete later. Note: The preferred bank account to receive payment in cannot be changed once the expense is submitted.


If you forgot to include a receipt(s) and submitted the expense, send the additional receipt(s) to your Consultant. Do NOT try to attach to the expense report already submitted as it would replace any previously uploaded documents.

20. Click View/Print Expense Report to view or print a copy of the submitted expenses, if needed. 21. Click Close.

Please note that the Requested Payment Amount is only an estimate if the Requested Payment Currency is different than submission currency. The actual amount would be based on the currency exchange rate for the day when the payment is made by the bank.

Once an expense is submitted, you will receive an email notification confirming it has been received and your Consultant will receive a notification alerting them it has been submitted.

You can check the status of your expense on your dashboard when you login to globalCONNECT:

Expense Status Definitions

Draft Expense has not been submitted and can still be edited.

In Process Expense has been received but has not yet been approved.

Hold Expense has been received and is on hold pending further information (e.g. missing receipts, missing banking information etc.)

Approved Approved for payment but payment has not yet been issued.

Paid Expense has been paid out by Graebel.

Denied Expense was not approved per policy - your Consultant will provide details.

Cancelled Expense was deemed to be invalid - your Consultant will provide details.


Editing a Draft Expense

1. To edit a saved Draft expense, login to globalCONNECT and click My Expenses. 2. Then click My Expense Reports. 3. Select the expense report number to continue working on any of your Draft expenses. 4. Delete any Draft expenses if you don’t wish to submit them.

When in doubt, ask your Consultant!

Banking Information The time period for payments to be received and posted to your account varies by payment method

and country. Below are estimated time frames of receipt from the date Graebel approves the

payment, not the date the expense report was submitted.

ACH (Electronic Funds Transfer) US Only – 2 business days from Graebel Approved Date

Wire to US Bank – 1 business day from Graebel Approved Date

Wire to Non US Bank– 3 to 4 business days from Graebel Approved Date

Check with your bank on timeframes for receiving funds as these can vary.

Entering Banking Information 1. To enter your banking information, login into globalCONNECT and click on Banking Information

from the menu on the left. 2. Click the + icon to add a new account.

If you already have banking information entered that you would like to edit, it will appear here

and you can click the pencil icon, enter corrections and Save.

3. Please enter all the * required fields and any other relevant information based on the next

steps shown and the list provided on the previous page.


Verify banking details with your bank to ensure all information is accurate and to avoid delays

in receiving funds. You can have more than one bank account saved.

Bank Account Details Check Primary if you are adding more than one bank account.

Enter Account Location - this is the location of the account you are entering – Home (origin),

Host (destination) or Other.

Enter Account Type - this is typically Checking-ACH (or current account) or Checking-Wire.

Enter Account Currency – this is the currency of the account.

INTERMEDIARY BANK INFORMATION – may be required for some international wires, check with

your receiving bank.

Final Bank Information Enter Account Number. Note: not cash or reloadable card

Enter Names on Account - the names of the account holders as they appear on the account in

English.

Enter Bank Name.

You may be required to enter one or more of the below:

1. ABA Routing # - Only for US Wire and ACH payments.

2. SWIFT/BIC Code – Only for Non US Bank wire transfers. Consists of 8 or 11 identifying

characters. If it is 8 numbers, please add XXX to the end.

3. IBAN (International Bank Account Number) – Required mainly for European and Middle

Eastern Banks.

Wire and ACH routing numbers differ so contact your bank to ensure you are providing the

correct information based on the type of payment you are seeking. Graebel is not responsible

for inaccurate or incomplete banking information.


Enter Bank Address Line 1 – Street Address of bank.

Enter Country, State and City of bank.

Beneficiary Information Section Beneficiary name as it appears on the accounts is the same information you entered

previously in Names on Account. Please enter this in English.

Beneficiary phone number should be your contact phone number, including country code.

Note: Please do not use any special characters, e.g. +

Country of benificiary is the country where the beneficiary/you are residing.


Additional Bank Account Fields Include any additional information that is required by your bank or country, if applicable.

Click Save once all required information has been entered.

The data saved will appear in the Bank Account Summary section at the bottom of the screen.

When in doubt, contact your bank or ask your Consultant.

Documents

Online Expense Report User Guide - Graebel · Online Expense Report User Guide: 6.8.16 Page 3 of 14 Best Practices Always submit expenses within 30 days so the information can be