The Expenses module provides a centralized location to track reimbursements and out-of-pocket spending. Depending on the user's role, the user can locate their own claims and other users with shared organization unit.
Searching for Expense Claims
To locate an expense report, follow these steps:
- Navigate to the Expenses module > and enter the desired expense claim number in, the Search Name/Number field.
- Customize Search: Click Filter icon.
- Period: Filter by the date the report was created or the date the expenses were incurred.
- State: Filter by the current lifecycle status (e.g., Pending Approval, Downloaded, or Paid).
- Buyer: Search for expense claim created by a specific user.
- Transaction Run: Search by Transaction Run number associated with the report, the expense claim is appears on.
Viewing Expense Claim Details
Click on the Expense Report Name or ID to open the full record. The information is organized into several tabs:
A. Details (Header)
This tab provides the high-level context of the claim, including the Business Purpose, total amount, and any header-level attachments or comments.
B. Line Items
This section breaks down the individual receipts. For each line, you can see:
- Merchant Name and Transaction Date.
- Expense Type (e.g., Travel, Meals).
- Accounting (FOAPAL): The specific budget strings assigned to that line.
- Receipt Icon: If a receipt is attached, a small icon will appear next to the line.
C. Receipts & Attachments
Where you can view all uploaded digital evidence (PDFs or images) associated with the claim. You can download individual files or use the Download All feature.
D. History
The history provides all assigned designated approvers and actions taken. If the expense claim is stuck in Pending Approval, select History.
- In Progress: Who the approval is sitting with and awaiting action.
- Completed: Who has already signed off.
- Approved: The approver who actioned the approval step.
- View Previous/Future Approval Actions: View details by selecting the dropdown in the Approval Process Instance field.
E. Comment Tab
The Comments tab within an expense claim serves as a valuable collaboration tool. Allowing users to view existing notes post commentary, and ask questions pertaining to the expense claim.
Expense Claim States
| State | Meaning | Action Required |
| Incomplete | The expense claim has been started, but not yet submitted. It is still a draft. While in this state, the expenses have not yet been "committed" to the budget. Meaning they will not show up as actual spend, in most financial reports. | The Submitter must finish adding receipts and click "Submit." |
| Pending Approval | The expense claim is currently routing through the assigned approval chain (e.g., Supervisor or Finance office). The expense claim stays in Pending Approval until every level in the approval workflow has been signed off. If your community uses "Delegated Approval" based on dollar amounts, the expense claim may pass through multiple people. | An Approver must review and approve or decline the expense claim. |
| Declined | An approver has sent the expense claim back to the user. When a expense claim is Declined, it moves back to the user's "Tasks" list. The user can see the "Decline Reason" in the History. This state allows the user to delete incorrect lines, update FOAPAL codes, or attach missing receipts without having to start a brand-new report. | The Submitter must edit the expense claim as requested and resubmit it. |
| Approved | The expense claim has passed all approval levels and is officially authorized for reimbursement.
| No action is required from the user; it is now waiting for the next payment run. |
| Downloaded | The reimbursement is complete, in Unimarket. Payment details (date and reference) are typically visible on the expense claim. The data for this expense claim has been exported from Unimarket. To be ingested by an ERP or Payroll system. This is a transitional state between "Approved" and "Paid." It serves as a marker that the data is now being handled by an external system (like a Payroll or ERP import) and prevents the expense claim from being downloaded a second time. | This is the final state of a successful expense claim, in Unimarket. |
| Cancelled | The expense claim has been invalidated by the user or an administrator. | None. Cancelled reports cannot be edited or resubmitted. |
Troubleshooting Visibility
- Cannot Find a Report: Ensure your State filter includes "Paid" or "Cancelled" if you are looking for older reports.
- Approvals are Blank: If no approval chain is visible, the report may still be in the Incomplete (Draft) state and has not yet been submitted for routing.