Field Expensify SOP

Receipt Entry Process:

Find a solid-colored, flat area to lay receipts on for easy focus and reading.  You can cut long receipts and lay them side by side to ensure all items are viewable.  Scan multi-page hardcopy receipts and save them as a single document.

Scan the receipt into Expensify – You MUST have an internet connection for it to save.

  1. Open Expensify and click the camera icon to take a picture as soon as you make the purchase.  Save the picture to Expensify – it will SmartScan the receipt and upload the vendor, date, amount etc.  when the transaction uploads and show the receipt when you open it.

  2. Log into Expensify after 48-72hrs and complete the entry information.  All purchases that have loaded into Expensify will show and you can select what you need.

Receipt Entry Process:

Once your receipt uploads from your card into Expensify, you can enter your information for the purchase. Only fill out the expenses that have a card link indicated.

  1. Tap on the EXPENSES tab and select a purchase.
  2. Upload the receipt if it has not been emailed or SmartScanned earlier. (click the camera icon)
  3. CATEGORY– what budget item is this expense charged to. Please be sure to double check if it is filled in and change it to appropriate category if needed. There is a list you can look through to find the expense that best suits your purchase.  If you are unsure, click Please Advise and Admin will make the correction on your purchase.
  4. DESCRIPTION– this is critical – what you write transfers directly into QuickBooks.  Be detailed on what you bought – ie/food for crew, fuel for jobsite travel
  5. CLASSES – WCC
  6. GRANTS TO CHARGE – Serve Wisconsin\:AC Competitive, PY26.27.  the only exception to this is appreciations – no grant for appreciations
  7. Save each expense as you update them.
  8. When this group of expenses has been updated, click on Reports.
  9. Reports will list all your recent expenses and give notification if there is an issue.  Hover over the red or yellow icons by the list of expenses to view the error.  Please make any corrections.
  10. Please submit the report to speed up the approval process.  Again, completed and corrected reports automatically upload on Sundays, but we encourage you to submit as you go.  

If a receipt is rejected, Expensify will include a note explaining the issue so you can correct it and resubmit it manually.

Your email address for Expensify is wcc.crew1@centralconservation.org (or crew2, crew3….) Go to the OUTLOOK app for this email, NOT GMAIL.  They will send you a magic code to this email – enter it into Expensify to log in.