The Expenses Report provides a comprehensive export of all expense claims submitted within your community during a specified date range. This report is the primary tool for auditing employee reimbursements, tracking departmental spend, and ensuring that out-of-pocket expenses are correctly coded to the General Ledger.
Purpose of the Report
This report allows Finance, Payroll, and Audit teams to:
- Audit Reimbursements: Verify that the correct "Reimbursement Type" (e.g., Payroll vs. Direct) is being used.
- Track "On Behalf Of" (OBO) Spend: Identify claims submitted by administrative assistants or managers on behalf of other staff.
- Financial Reconciliation: Reconcile total expense amounts against the payouts recorded in your ERP.
- Tax Compliance: Review "Expense Types" to ensure taxable vs. non-taxable reimbursements are categorized correctly.
- Sample report: Unimarket Expenses Example
Best Practices for Auditing
- Identify Maverick Spend: Look for "Payment Types" that should have been processed via a standard Purchase Order. But were instead claimed as an out-of-pocket expense.
- OBO Verification: Filter by OBO Name to ensure that administrative staff are correctly attributing expenses to the individuals, who actually traveled or attended events.
- State Monitoring: Use the State column to find "Pending" claims that may be stuck in an approval workflow, preventing timely reimbursement to the employee.
- GL Code Validation: Sort by Account Code to ensure that high-value categories like "Travel" are not being accidentally coded to "Office Supplies."
Note: For a more summarized view of total claim values without individual line details, you may prefer to use the Transaction Run screen in the Insights module.
Report Columns and Definitions
User and "On Behalf Of" Information
| Column Name | Description |
| Buyer Vendor ID / Name | The unique ID and name of the user who submitted the claim. |
| Buyer Username | The login identifier for the submitter. |
| OBO Vendor ID / Name | The ID and name of the person for whom the expense was incurred (if submitted on their behalf). |
| OBO Username | The login identifier for the "On Behalf Of" user. |
Claim and Line Item Details
| Column Name | Description |
| Expense Number | The unique identifier for the specific expense line item. |
| Claim Number / Name | The header-level ID and title for the entire claim (one claim can have multiple lines). |
| Created / Date | When the claim was created vs. the actual date of the expense on the receipt. |
| Description | The user-provided explanation for the expense. |
| State | The current status of the claim (e.g., Pending, Approved, Declined, Paid). |
Categorization and Routing
| Column Name | Description |
| Expense Type | The category (e.g., Mileage, Hotel, Airfare). |
| Payment Type | How the item was paid for (e.g., Personal Cash, P-Card). |
| Reimbursement Type | How the user should be paid back (e.g., Payroll, Direct Credit). |
| External IDs | Mapping codes used to link Payment/Reimbursement types to your ERP. |
Financials and Accounting
| Column Name | Description |
| Amount | The total value of the individual expense line. |
| Account Code | The General Ledger (GL) string where the expense is recorded. |
| Distribution % / Amount | Shows how the cost is split if the expense is shared across multiple accounts. |