How to Edit and Submit Expense Reports for Card Transactions (Web)

This article details the process of editing and saving expense items for card transactions in the Corpay Complete web App. Additionally, it explains how expense reports are submitted for approval. Please note that processed card transactions will automatically appear in the Expenses tab under the Expense Module.

To edit an expense item:

1. Log in to Corpay Complete.

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

3. From the Expenses grid, select Unsubmitted to filter all the expense items that are not yet attached to an Expense Report. This action lets you view only the expense items not yet submitted in an Expense Report.

4. From the Nonreimbursable column, select Nonreimbursable option (see the note below for definition) from the dropdown to further filter card-expense related expense items.

Note: “Reimbursable” expenses are those that were paid for out of pocket, with either cash or card, that the company will pay back to the person submitting the expense. “Non-Reimbursable” expenses are expenses that were paid with a Corpay card and will automatically appear in the Expenses tab.

Note: If the Nonreimbursable column is not showing on your screen, expand the columns list on the right side of the grid and select Nonreimbursable from the available options.

5. Optionally, filter the Violations column by ‘Has Violations’ to see expenses only with violations per company policy.   

Note: All expenses flagged for a violation per company policy (e.g., a missing receipt, a missing category) need to be resolved before they are submitted for approval. Do this for each Expense item where there is a violation.

6. Click on the yellow exclamation mark ( ) icon to edit the expense item to resolve the violation(s). Alternatively, you may select the Edit () icon to open the expense item for editing.

Note: You can Hover over the yellow exclamation mark () to view the violation(s).

        

7. On the Edit Expense Item page, upload a receipt or complete any other changes that caused the violation, as applicable. Once done, click Save. A confirmation message will appear notifying you of the successful updates of the Expense Item.

Note: A confirmation message will appear notifying you of the successful updates.

Note:

• • Resolving all policy violations on the Edit Expense Item page will cause the yellow exclamation mark () to disappear from the Expenses grid. Violation reason(s) will also disappear from the hover-over tooltip. If there is any policy violation that still needs to be addressed, the yellow exclamation mark () will remain on the Expenses grid until the policy violation is addressed. Resolve all violations.  
  • If you attempt to save changes on the Edit Expense Item page without completing fields that are marked with asterisks (*) as required, the field with the missing information will turn red with a blurb “This field is required.” Complete all required fields to be able to save changes.   

**Please note that Expense Reports are required after saving the Expense Item. To create and submit an Expense Report for your Expense Item(s), return to the Expenses tab and follow the steps below.

8. On the Expenses grid, select the applicable item(s) to submit for approval.

Note: As applicable, remove the ‘Has violations’ filter from the Violations column, which you added in Step 5.   

9. Select the Bulk Action dropdown menu. This action gives you option (a) Create Expense Report, and option (b) Add to Existing Expense Report. Select either one of the two options as applicable. 

a. To create a new Expense Report,

i. Select Create Expense Report from the Bulk Action dropdown menu.

ii. From the Expense Report Details page, click on Submit Report.

Note: A success message will appear showing the successful creation of a new Expense Report.

**This completes the workflow for creating and submitting a New Expense Report for an expense item. Follow the steps below if the Expense Item is to be added to an already existing Expense Report.

b. To add the expense item to an existing expense report and submit the updated Expense Report for approval,

i. Select Add to Existing Expense Report from the Bulk Action dropdown menu.

ii. On the Add to Existing Expense Report screen, you have the option to either (1) Select an Existing Report, or (2) Create a New Expense Report (See step 9. a for details on this action). Select the applicable expense report from the Existing Expense Report and click Add.   

Note: A success message will appear showing the successful addition of the expense item to an existing Expense Report.  

**Please note that the Expense Report to which you added an Expense Item needs to be submitted for approval. Follow the steps below to submit the updated Expense Report for Approval.

iii. To submit an Expense Report for approval, go to the Expense Reports tab and select the Expense Report from the list.

iv. From the Expense Report Details page, click Submit Report.

Note: A success message will appear showing the successful creation of a new Expense Report.

Expense Report Status Descriptions

Expense Report Status	Expense Report Status Description
New	The Expense Report is newly created and needs to be reviewed and submitted for approval.
Pending Approval	The Expense Report is submitted for and awaiting approval.
Approved	All approvals are completed for the Expense Report, and it is awaiting payment and reconciliation.
Rejected	The Expense Report has been rejected by the approver. No action is needed.
Paid	The Expense Report has been fully processed, and expense reimbursement is paid to the requestor.
Closed	The Expense Report has been fully processed, expense reimbursement is paid and reconciled.