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Submitting expenses

If your contract allows expenses, you can claim them through the portal. Add the expense, attach a receipt photo and submit. Your agency reimburses approved expenses with your next payslip.

Opening Expenses​

Click My expenses in the sidebar. The list shows every expense you've ever submitted, with the most recent at the top. Each row shows the date, category, amount and current status (Draft, Submitted, Approved, Rejected, Paid).

Adding a new expense​

Click Add expense at the top of the list. Fill in:

  • Category - choose from travel, mileage, accommodation, meals, materials or other.
  • Date - the date you incurred the expense.
  • Amount - the total amount, in your agency's currency.
  • Description - one short line saying what the expense was for (for example, Train ticket Bristol to Birmingham).
  • Receipt - a photo or PDF of the receipt.

Click Save to keep the expense as a draft, or Submit to send it for approval straight away.

Mileage entries​

Mileage is slightly different from other expenses because you log distance instead of a money amount:

  1. Click Add expense.
  2. Pick Mileage as the category.
  3. Enter the Start and End locations.
  4. Enter the Distance in miles (UK) or kilometres (AU).
  5. Add the date and description.
  6. Submit.

The portal multiplies the distance by your agency's mileage rate to work out the reimbursement.

Attaching a receipt photo​

You can upload a photo of the receipt straight from your phone or laptop. Photos and PDFs are both accepted; the maximum file size is 10MB.

If your receipt is small or faint, take a clear photo on a plain background and check it's legible before uploading. Approvers can reject expenses where the receipt can't be read.

Snap as you go

Take a photo of receipts at the point of purchase. You can submit later in batches once you have a stack of them. Your phone's camera roll or notes app is a good place to keep them in the meantime.

Submitting​

Click Submit expense. The status moves to Submitted and the expense is sent to your approver. You can submit multiple expenses one after another, or save them all as drafts and submit together later.

Tracking approval​

In the list, each expense shows its current status. You'll be emailed when it's approved or rejected. Approved expenses appear on your next payslip alongside your hours.

Rejected expenses​

If an expense is rejected, the status changes to Rejected and the approver's reason appears on the expense. To fix it:

  1. Open the rejected expense.
  2. Read the reason at the top.
  3. Fix what's flagged (often a clearer photo or a corrected amount).
  4. Click Submit expense again.

It goes back into approval.