CREATE and SUBMIT AN EXPENSE REPORT

From the Home page / Me tab, click on the Expenses icon.

Click + Create Report.

In the Purpose field, enter the title of your expense report.

Click on the Create Item button to add lines to your expense report.

You will first be presented with the initial fields that need to be completed.

1. Choose the date

Choose the date of expense in the Date field. The date is the date of the purchase, or the receipt date.

2. Select the template

Select the Template that best matches the type of expense report you are creating. Note the taxes charged on your receipt (not where you are located) in order to know which template to select.

Dépenses au QC / Expenses in QC: GST/PST
Dépenses en ON / Expenses in ON: HST
Dépenses ailleurs qu'au QC et en ON / Expenses not in QC and ON : no tax or any other tax

3. Select the Type of expense

Select the Type of expense from the options in the drop-down menu.

If the expense claimed is to be rebilled to a client (i.e. associated with a client project), select an expense type that begins with *Rebillable Expenses.

If the expense claimed is to be reimbursed by Alithya (and not rebilled to a client i.e. not associated with a client project), select an expense type that does not begin with *Rebillable.

When selecting the Type that starts with Rebillable Expenses, the project fields appear which are discussed further below in this procedure.

4. Select the Currency

Select the Currency of your expense and enter the Amount.

For an expense made in a foreign currency, you have 2 options:

Enter the expense in the currency of your bank account/credit card statement (e.g. CAD) to obtain a refund of the exact amount paid/owed to your credit card.

In this case, you will need to attach at least 2 supporting documents:

the original invoice in foreign currency (e.g. EUR)
extract from your bank/credit card statement showing the amount billed corresponding to the requested amount (CAD)

Enter the expense item in the currency paid (example EUR). AlithyaHub will automatically convert the amount into the currency of your bank account (e.g. CAD). With this option, you may receive a refund that does not correspond exactly to what was billed on your credit card.

Note for Tipping: to expense tips (taxi, restaurant, hotel concierge, etc), you must create a second expense line only for tip by selecting "Rebillable Expenses - Tip (Pourboire)" and enter the amount of the tip in the Amount field.

Therefore, if there is an expense associated with a tip (a meal taken at a restaurant, for example), you must have 2 items in your expense report:

One item for the Meals with Type of expense *Rebillable Expenses - Meals, with the amount including taxes
One separate item for the tip with Type of expense *Rebillable Expenses - Tip, with the amount for the tip.

If the expense is a Rebillable Expense, complete the project fields.

5. Select the Project number

Select the Project Number from drop-down menu with which the expense will be associated (only to be used for Rebillable Expenses).

6. Select the task number

Select the Task Number from the drop-down menu associated with the project (only to be used for Rebillable Expenses).

Note: If you are unsure about the project and/or task to select, contact your manager for assistance.

7. Confirm the Expense location

Confirm the location in which the expense occurred.

8. Attach a copy of all required documentation

Attach a copy of all the required documents by clicking the next to Attachments or alternatively, you can use the Drag and Drop option. Attach the following documents:

merchant receipt.
credit card statement.
customer approval, if you have selected an expense type that starts with Rebillable Expenses.

9. Renseigner les champs restants

Enter a Description in the field explaining the reason for the the expense.

Enter the Merchant Name (optional).

Once all the fields have been completed, you have the option of creating another expense item to your expense report or, if there are no other expense items to add, saving the current expense report and exiting.

To create another expense item, click the Create Another button and follow the procedure from step 7.

To save and exit, click the Save and Close button.

Upon returning to the Create Expense Report page, check the box next to I have read and accept with the corporate travel and expense policies to proceed to the next step.

Note: It is strongly recommended that you read the Alithya corporate travel and expense policies prior to submitting your expense report. To open the policy document, click the phrase I have read and accept with the corporate travel and expense policies.

10. Save and submit your expense report

Vous pouvez enregistrer ou soumettre votre rapport de frais.

To save and submit at a later date, click the Save button.

To submit to your line manager, click the Submit button.

When submitting for approval, click "Yes" if all copies of your receipts are attached.

You must attach a receipt for each expense item in your expense report. Even if you have scanned all of your receipts into a single document, you must attach this single document for each line.

Click "OK" when confirming the request submitted to the manager for approval. Your manager will either Approve, Reject, and Request More Information.

You have successfully saved and/or submitted your expense report.