Navigating the Submit a New Expense Item Page in Corpay Complete

This article explains the fields, actions, and tabs on the Submit a New Expense Item page.

Accessing the Submit a New Expense Item Page

1. Log in to Corpay Complete.

2. Select the Expenses menu item from the left-side navigation pane.

NOTE: The visibility of pages and information in Corpay Complete is based on roles and permissions assigned to users by a company as well as company configuration. As a result, the pages in your left-side navigation pane may be different from the pages in the image above.

3. On the Expenses page, select the + Create button.

4. The Submit a New Expense Item page will display.

Submit a New Expense Item Page

This section describes the fields, actions, and tabs on the Submit a New Expense Item page. 

NOTE: Visible fields and information on the Submit a New Expense Item page are based on user roles and permissions in addition to company configuration. As a result, some fields may not be visible, may only be available in a view only format, or may not be required by your company. Follow your company’s policies when entering information on the Submit a New Expense Item page.

The following table describes the fields and actions on the Submit a New Expense Item page.

ITEM	DESCRIPTION
Cancel	Click the Cancel button to close the Submit a New Expense Item page without saving your changes.
Save Draft	Click the Save Draft button to save the expense item as a draft.
Submit	Click the Submit button to submit the expense item in Corpay Complete. NOTE: Expense items are not sent for approval until an expense report is created.
Employee	The Employee field automatically populates with the name of the employee or user who is creating the expense item.
Policy	The Policy drop-down displays a list of expense policies that can be associated with the expense item. Depending on company and user configuration, this field may populate automatically.
PO Number	The PO Number field displays the purchase order number associated with the expense item.
Department	The Department field displays the department associated with the expense item.
Business Unit	The Business Unit field displays the business unit that is associated with the expense item.
Expense Item Type	The Expense Item Type field automatically populates with the type of expense. This setting is configured on the Policies tab.
Merchant	The Merchant field displays the name of the merchant where the expense item was incurred.
Date	The Date field automatically populates with the current date but can be changed manually.
Total Amount	The Total Amount field displays the total expense amount, including taxes.
Billable	When selected, the Billable checkbox indicates that the expense item is billable. Leave the Billable checkbox unchecked for non-billable expenses.
Non-reimbursable	When selected, the Non-reimbursable checkbox specifies that the expense item is not reimbursable. Leave the Non-reimbursable checkbox unchecked for non-reimbursable expenses.
Location	The Location field displays the location for the expense item. Location is based on your company configuration, such as an office location.
Description	The Description field displays a brief description of the expense item.
Upload Receipt/Drop File Here	Click the Upload Receipt button or drag-and-drop a file into the Drop File Here pane to upload a receipt for the expense item.
Add Expense	Click the Add Expense button to add another expense item.