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title: Submit Expenses

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date: "2019-05-13"
title: "Submit Expenses"
lead: "Once your travel is complete you will need to complete a few steps to correctly submit an expense report and get reimbursed."
---

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### 1. Prepare

Before you begin creating your expense report, make sure you have the following items ready:
1. Ensure that you have receipts of all your expenses (except for meals, which are a flat sum under your per diem).
2. Seperate receipts by expense type. 
3. Make sure you verify that payment methods are set up correctly.

**Note:** It is important to file your expenses as soon as possible, with as much detail as needed so that you can be reimbursed quickly. </div>
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### 2. Create an expense report

Creating an expense report within the Expense Management Tool (EMT) located in HRG using the following steps. 

1. Login to HRG.
2. Locate the EMT Tool within HRG.
3. Locate your Travel Request in the EMT.

To assist you, follow section *3. Locate your Travel Request* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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                <a href="https://isuite6.hrgworldwide.com/gcportal/en-ca/sts.aspx"  class="btn btn-primary my-4 px-4" target="_blank">Login to HRG</a>
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### 3. Add credit card transactions

Credit charges incurred on the DTEA and IDTC cards are populated into the EMT.  The EMT tool will allow you to locate and add DTEA and IDTC credit card expenses incurred while on Government of Canada business travel to the expense report:

1. Select the appropriate credit card account.
2. Select the appropriate card statement period.
3. Select the appropriate credit card transactions.

To assist you, follow section *4. Add Credit Card Transactions* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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### 4. Assign expense categories

All credit card transactions need an expense category assigned to them before they can be submitted as part of the expense report.  For each transaction:

1. Select an expense type.
2. Enter the amount to be claimed.
3. Enter comments if required.

To assist you, follow section *5. Assign Expense Categories to Credit Card Tranrsactions* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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### 5. Add out-of-pocket expenses

To add out-of-pocket expenses incurred during your travel.

1. Fill out the relevant expense (example: type of expense and date expense was incurred)
2. Select the relevant expense type.
3. Enter the amount to be claimed.
4. Enter comments if required.

To assist you, follow section *6. Add out of pocket expenses* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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### 6. Finalize expense report

This final step links all the expenses together into one report.

To assist you, follow section *8. Finalize Expense Report* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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### 7. Add and link receipts

Upload your receipts to the EMT and associate each to their respective expense item.

To assist you, follow section *9. Add Receipt Images* and *10. Linking Receipt Images* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.
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### 8. Submit expense report

Submit your expenses for approval:

Perform the following steps:
1. Verify the approver.
2. Submit for approval.

To assist you, follow section *12. Verify Approver and Submit Expense Report for Approval* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.

**Note:** If this is your first time travelling you should be contacted by the finance team in your department who will help you with the reimbursement process.  This will likely involve a form to fill out to provide your banking information.  Submit the form ASAP to avoid delays in your reimbursement. 
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### FAQ

**1. Who can I contact if I am having trouble with expensing?**

Please contact your finance team if you are having any trouble with expensing.

**2. Can I modify the Financial Coding Block?**

Yes.  By default, all the FCB’s are assigned based on the codes in the traveller profile. However, it may be necessary to modify an FCB when an expense must be assigned to a different financial code than the default.

To assist you, follow section *7. Modify a Financial Coding Block* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.

**3. Can I print my expense report from the EMT?**

Yes. 

To assist you, follow section *13. Print, Export or Delete an Expense Report* within the [Creating an Expense Report](https://hrg.exceedlms.com/student/activity/220777-creating-an-expense-report-ug) guidebook.

**4. What is the pay window while using the IDTC card as my payment method?**

If you have chosen to use your Individual Designated Travel Card (IDTC) as your payment method, you will be allowed a larger pay window without interest. However, after 30 days there will be a suspension of cash withdrawal privileges.

**5. Do I need to submit my expenses in the EMT tool (in HRG) even if I have not booked any services through this platform?**

Yes.  For example if you used your own car you would still need to submit the kilomterics expense in the EMT Tool.

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