As an admin, your employees must create and submit expense reports before you can begin the reconciliation process. Automate expense report submissions to eliminate that dependency. The system will automatically add complete expenses to expense reports and submit them on behalf of employees.
To set up automate expense report submissions, select the Settings tab on the left panel.
Select the Expenses & reports tab, then the Automate report submission page.
Select the Create submission schedule button.
In the pop-up box that opens, select the type of submission schedule you want to set up. It can be weekly or monthly.
Next, select the dates of the month or the days of the week—based on your selected schedule type—that you want the expense reports to be automatically created and submitted. You can select multiple dates or days or a single date or day.
Note: If you want to set the automation to happen on the last day of the month, select the Last day option from the drop-down.
Once done, select the Create schedule button.
Once the submission schedule is created, it will be displayed on the page. Select it to update the dates or days.
Delete a previously created schedule
To delete a submission schedule, select the delete (trash can) icon on the right side of the list. Confirm your deletion by selecting the Yes, delete schedule button within the pop-up box.
The schedule will be permanently deleted. You can create a new submission schedule whenever needed.
What happens once the schedule is set?
When automated report submission is scheduled, this is what happens on the days or dates you selected:
All draft reports will be auto-submitted for approval.
Any complete expenses will be added to an expense report and submitted for approval. Individual expense reports will be generated for each employee.
Any incomplete expenses won’t be submitted.
If you require receipts, expenses without a receipt won’t be automatically submitted in a report. Note: If you’ve allowed requirement exceptions, this doesn’t apply to expenses with unavailable receipts.
Automatic reminders for unreported expenses won’t be sent to employees.
The automatic report submission will happen at 12:00am Coordinated Universal Time (UTC) on the scheduled date.
Automatic submission reminders to users
An email reminding employees to complete their expenses will be sent two days before the automated submission is scheduled to occur.
For example, if the schedule is set to the 15th of every month an email reminder will be sent to employees on the 13th of each month.
If you need further assistance with automated report submission, contact our support team at support@capitalone-fylehq.com.