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Ability to Upload Expense for All Employees

kendallpartie
kendallpartie Expensify Customer Posts: 4

Is there any ability to update a standard personally reimbursable expense/report for all employees under a domain? Our company wants to reimburse all of our employees for expenses incurred due to working from home given the COVID crisis and would like to save them all the time of having to create it, given there are set parameters that we could upload.

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Understanding the Issue · Last Updated

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  • Matt Moore
    Matt Moore Expensify Customer, Expensify Success Coach - Admin, Expensify Team Posts: 127 Expensify Team
    edited March 2020

    Hi @kendallpartie, and welcome to the community! This is a brilliant idea, so thanks for raising it here.

    I think you could approach this in a couple of ways:

    1. Set up a separate policy for these kinds of expenses and manually create one Category called "Working From Home" (or something). In Expense Basics, set all new expenses as Force Reimbursable and any other rules you'd like to apply, and each newly created expense would need to follow those rules. You can create additional policies from Settings > Policies > Group > New Policy.
    2. Our Expensify Card (which doesn't rely on credit, merely that you have cash in the bank) would allow you to give each employee a Smart Limit (expense limit) that they could use towards working from home. That way the employees wouldn't need to front the expenses themselves.

    Let me know if you need information on either of these options!

  • kendallpartie
    kendallpartie Expensify Customer Posts: 4

    Thanks @Matt Moore! However, even if I set up a new policy, users will still need to go into expensify and create/submit right? Sure it will be streamlined, but the general process remains the same, no?

  • Amanda DeWitt
    Amanda DeWitt Expensify Success Coach - Admin Posts: 75 Expensify Team

    @kendallpartie That is correct. They will still need to create and submit their expenses. Though, you can enable Scheduled Submit to a desired frequency (daily, weekly, etc) and reports will automatically be submitted for them on their behalf.

    If they are using SmartScan, all they will need to do is capture a picture of their receipt using the mobile app and SmartScan/Scheduled Submit will do the rest! SmartScan reads the receipt and creates an expense based off of the Merchant, Date, and Amount listed on the receipt while Scheduled Submit will create and submit reports.

  • Rachael Hopkins
    Rachael Hopkins Expensify Success Coach - Admin Posts: 858 Expensify Team

    Whoops, we had two threads, so two opinions here. Here's @Jenna Hay's advice (I deleted the other thread!)

    Generally only users have the ability to create expenses in their own account.

    Are you paying your employees a fixed amount per person/day? If so then you might like to create a Per Diem for the WFH allowance which would be a set amount that the users can claim. You can learn more about how this works here: https://community.expensify.com/discussion/4772/how-to-add-a-single-rate-per-diem

    Another idea would be to use our company card transaction importer tool. To do this you would need to create a spreadsheet similar to a credit card statement with a line for each expense for each employee. Then you could import the spreadsheet, assign the "card" to each employee which would then populate the expenses into their account. You can learn more about how this works here: https://community.expensify.com/discussion/6569/how-to-import-and-assign-company-cards-from-spreadsheet-or-ofx-file/p1?new=1

    Sorry I don't have a perfect solution for you but do let me know if either of the above sound like they would work and you want more information.

    Thanks

    Jenna