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Online Expense Report Guide – AWS

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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination, copying, distribution, or the taking of any information, is strictly prohibited.

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EXPENSE REPORT USER GUIDE

This Online Expense Report User Guide has been designed to provide step by step instructions for using the online expense system. Note: It is necessary for you to setup your banking information prior to submitting your expenses online for reimbursement as a direct deposit or wire into your bank account. See pages 5-8 for bank account setup instructions.


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Table of Contents

Best Practices .................................................................................................................................................. 3

Selecting an Assignment (if applicable) ...................................................................................................... 4

Entering Banking Information........................................................................................................................ 5

Bank Account Details ................................................................................................................................. 5

Bank Information ......................................................................................................................................... 6

Account Information .................................................................................................................................... 7

Further Credit Information ......................................................................................................................... 7

Intermediary Bank Information .................................................................................................................. 7

Entering a New Expense ............................................................................................................................... 8

Editing a Draft Expense ............................................................................................................................... 13

Payment Information .................................................................................................................................... 13

Employee Expense Detail Report .............................................................................................................. 13

Country Information ...................................................................................................................................... 15


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Best Practices

Always submit expenses within 30 days so the information can be recalled easily.

Submit expenses in weekly increments at a minimum. There is no reason to submit an expense report per day.

Itemized receipts are to be provided for all expense reimbursements. Receipts must include the company identification, location, date, and amount of purchase.

All receipts must include proof of payment. If you are providing a check as proof, please include a copy of the front, and processed back of the check and/or supporting bank statement.

Include dates for all mileage reimbursements.

For Lease Cancellation and/or Rent Reimbursement a fully executed and signed lease is required, in addition to proof of payment. For lease cancellation make sure to also include any cancellation documents from the leasing office.

Make sure all receipts are legible. You can write a short description on the receipt for clarification. Example – House Hunting Trip – Lunch.

Provide an English translation for receipts not printed in English.

Scan all receipts into one attachment in the proper order to make uploading and processing easier.

Mark non-reimbursable items clearly on the receipts with an X and don’t include in the total.

Submit each phase separately. Example – Submit House Hunting Trip as one and the Final Move as another.

Select the correct currency to avoid confusion. Please do not do your own conversion if you have a receipt in one currency but want it to be paid in another. If you have a bank statement that shows the conversion your bank did on the purchase, please include that with your request.

Select ACH or Wire. For Wires, the expense MUST meet a $40 USD minimum.

If there is no category for a specific expense, ask your Consultant as the system may need an update.


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Selecting an Assignment (if applicable)

If you have previously moved with Graebel Relocation, you will need to select the current assignment prior to entering expenses. Choose your current assignment from the drop down menu and click OK.

OR

Click on (1) your name in the left menu or click (2) the pencil icon next to the current assignment.

It is very important to choose the appropriate assignment when submitting expenses.


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Entering Banking Information

1. To enter the receiving banking information, click My Banking Information from the menu on the left side of the screen.

2. Click the + icon to add a new account

Existing banking information may be edited by clicking on the

pencil icon, enter corrections and Save.

3. Please enter all * required fields and any other relevant information as shown in next steps below.

Verify banking details with the receiving bank to ensure all information is accurate and to avoid delays in

receiving funds.

More than one bank account may be saved.

Bank Account Details

Check Primary if you are adding more than one bank account.

Select Account Location - this is the location of the account you are entering – Home (origin), Host

(destination) or other.

Select Account Type - choose ACH, US Domestic Wire or International Wire from drop down menu.

Select Bank Address Country – this is the country of the bank your account is with.

Select Account Currency – this is the currency required by the bank.

Enter Name of Account - this is for you to identify how to utilize this account. i.e., reimbursements

only or equity payments.


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Bank Information

Enter Bank Name.

Enter Names on Account - The names of the account holders as they appear on the account in

English. Please do not include any special characters.

Bank Address

Enter Bank Address Line 1 – Street / Mailing Address of bank.

Select Bank Address Country, Bank State/Province and Bank City of bank.

Enter Bank Postal Code.

My Address and Contact Information on Bank Account

Enter My Address Line 1 - your personal address tied to the account.

Select My Country, My State/Province and My City - your personal address tied to the account.

Enter the My Postal Code for your personal address tied to the bank account.

Enter Phone number of account holder – this should be the account holder’s contact phone number, including country code. Note: Please do not use any special characters e.g +

Select Country of account holder – this is the country of residence.

Failure to enter all required bank instruction will result in delays in payment.


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Account Information

Please review the instructions for completing the receiving bank account data, located under the Help link in the upper right-hand corner of the page.

Enter all the fields required by the receiving bank. The available fields will be determined by the

Bank Address Country.

Wire and ACH routing numbers differ so contact your bank to ensure you are providing the correct information based on the type of payment you are seeking. Graebel is not responsible for inaccurate or incomplete banking information.

Further Credit Information

Some bank accounts (not common) require further credit information. If the receiving bank has

provided further credit instructions, please enter the Account Number and Names on Account.

Intermediary Bank Information May be required for some international wires.

If the receiving bank has provided intermediary bank information, please enter all information as

applicable.


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Entering a New Expense

1. To begin entering a new expense, click My Expenses from the menu on the left.

2. Then click My Expense Reports.

Check out the Video Help – Online Expense

located under My Expenses for a video version

of this guide.

3. Click Create New Expense Report to enter the expenses.

4. For Description, enter the description of the type of reimbursement.

• Example: Final Move; House Hunting Trip

5. Enter the Date Covered (From) and Date Covered (To) dates for the period the expenses are covering. **The date covered should not exceed 30 days. **

Be sure not to combine benefits into one expense report. Example: submit one expense report for the Final Move expenses and another for the House Hunting Trip expenses. This allows for faster processing.


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6. Select or enter the Requested Payment Currency. This is the currency you wish to be paid in and must match your bank account currency.

7. Select or enter the Default Submission Currency. This should be the currency most of your receipts are in. This does NOT need to be the same as the Requested Currency above.

8. Click Next.

9. The expense options available at this point are specific to your policy type and benefits.

a. Enter the expense line items per your receipts. b. Add and enter meals together, unless in a different currency.

If the receipts are in a currency different than the Default Submission Currency, Save before adding expense items

10. Enter the dates for which the line item is valid. For example, if the meal receipts are for the entire trip, enter the date range of those receipts.

11. If there are any comments you would like to add to help clarify any of the line items entered, click Add Comments next to that item.


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12. Click Next to continue.

To complete the expense report later, click Save then Close to put the expense report into Draft status.

13. Under the Payment tab, select the Payment Method for the type of reimbursement you would like to receive and select the bank account will receive the funds.

If the bank account is not found in the drop down, please refer to the Entering Banking Information section and enter bank information before proceeding.

14. Click Next

The expense cannot be processed if the Payment Method is not selected. The preferred Bank Account cannot be changed once the expense is submitted.


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15. Under the Submittal tab, upload all relevant supporting documents by clicking the + icon.

Any missing receipts or backup documentation will delay the processing of the expense report.

a. Select the Type as Receipts.

b. Enter the Name. Example – Meal Receipts 4/3/16

c. Click Select File to choose the file to upload. You can upload five (5) items at a time.

d. Click Upload. Repeat until you have uploaded all the desired items.

Make sure all documents that relate to the expense report are included such as all itemized receipts with corresponding dates, travel documentation, lease copies, proof of payment, etc.

16. Click Submit Expense Report once all items are complete. Once you click submit, you cannot edit or add anything additional. If you need to do further edits, click Back prior to submitting and edit or Save into Draft to complete later.

Please ensure all tabs are complete before submitting the Expense Report.

17. Click View/Print Expense Report to view or print a copy of the submitted expenses, if needed.

If you forgot to include a receipt(s) and submitted the expense, send the additional receipt(s) to your Consultant. Do NOT try to attach to the expense report already submitted as it would replace any previously uploaded documents.


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18. Click Close.

Please note that the Requested Payment Amount is only an estimate if the Requested Payment Currency is different than submission currency. The actual amount would be based on the currency exchange rate for the day when the payment is made by the bank.

Once an expense is submitted, you will receive an email notification confirming it has been received and your Consultant will receive a notification alerting them it has been submitted.

You can check the status of your expenses on your dashboard when you login to globalCONNECT:

Expense Status Definitions

Draft Expense has not been submitted and can still be edited.

In Process Expense has been received but has not yet been approved.

Hold Expense has been received and is on hold pending further information (e.g. missing receipts, missing banking information, etc.)

Approved Approved for payment but payment has not yet been issued.

Paid Expense has been paid out by Graebel.

Denied Expense was not approved per policy – your consultant will provide details.

Cancelled Expense was deemed to be invalid – your Consultant will provide details.


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Editing a Draft Expense

1. To edit a saved Draft expense, login to globalCONNECT and click My Expenses.

2. Then click My Expense Reports.

3. Select the expense report number to continue working on any of your Draft expenses.

4. Delete any Draft expenses if you don’t wish to submit them.

When in doubt, ask your Consultant!

Payment Information

The time period for payments to be received and posted to your account varies by payment method and country. Below are estimated time frames of receipt from the date Graebel approves the payment, not the date the expense report was submitted.

ACH (Electronic Funds Transfer) US Only – 2 business days from Graebel Approved Date

Wire to US Bank – 1 business day from Graebel Approved Date

Wire to Non US Bank– 3 to 4 business days from Graebel Approved Date

Check with your bank on timeframes for receiving funds as these can vary.

Employee Expense Detail Report

The Employee Expense Detail Report that lists processed expenses, tax gross up, subtotals and the grand total, is available in the My Relocation screen. The report may be ran as a pdf, Excel or Web document for all dates or a specific date range.

1. Select My Relocation from the menu on the left side of the screen.

2. Click the report icon in the upper right corner of the My Relocation screen


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3. Click on the Employee Expense Report link in the popup

4. Enter/Select the desired parameters a. Date range or leave blank for all processed expenses b. Document output (pdf, excel or web)

Example report:


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Country Information

Global Road Warrior – For International Assignments

Select any country, city or specific resource to view for country guides, city guides and many other resources. Powered by Google Translate.

Graebel Relocation Services Worldwide hopes that you find the employee website to be useful during your relocation. If at any time, you need assistance accessing or using the website, please contact your Relocation Consultant and they can provide additional assistance.

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