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American Express @ Work® Expense Reporting:End User Training
Expense Reporting – End User Training
Please log on to:https://amex.iers.ihost.com/
When you log in to access the Expense Reporting solution for the first time, simply enter in the Company Key
Then click on the “Register Now” button
Expense Reporting – End User Training
Hawaiian Airlines Company Key:DEnyht78K9u2AHPKmwGAzQ==
Enter your first and last name and your preferred
User ID.
Then select your Challenge Phrase and its corresponding answer.
Finally, enter your email address.
Click on the “Next” button to continue.
Expense Reporting – End User Training
Please use work email address
When your registration is accepted, the application will
prompt you for your Corporate Card number. Enter in your
card number and your name as it appears on the card.
Then click on the “Submit” button to continue.
Shortly afterwards, you will receive an email notification
that will include your temporary password.
If you need access to more than one card account, speak to your
company’s Corporate Card program administrator.
Expense Reporting – End User Training
To log in to the application after you have registered with the system, enter in your User ID and
password.
Then click on the “Log In” button to continue.
Expense Reporting – End User Training
The “My Expense Reports” page will
appear. Shown here is a listing of expense
reports that you have prepared for your own
expenses.
Click on the “New” button to create a
new expense report
Expense Reporting – End User Training
Expense Reporting – End User Training
The “New Expense Report Information” dialog box
will appear.Fill out your expense
report title and category, then click on the “OK”
button to continue
Expense Reporting – End User Training
Based on your company setup, you may have the ability to select these options. If you
select the “Charge To” condition, you have the option
to change the default cost center/accounting code with
another.
Next, click on the “Amex Card Data” tab to advance to the
next step
Expense Reporting – End User Training
Then, click on the “Apply” button to add this charge to
your expense report
Within the details of each expense item, you may review
and fill out/edit any of the white-colored fields
When you expense a business meal, you will need to provide additional information, such an
an explanation of the meal
When you’ve reviewed and filled in/edited all the white fields shown, click on the
“Attendee” button.
Expense Reporting – End User Training
When you expense a hotel charge, you will be required to itemize that charge in order to
separate out room and tax charges from other
miscellaneous charges such as meals, parking, etc. When you are done reviewing and filling in/editing the details, click on
the “Apply” or “Itemize” button. The Itemize dialog window will then appear.
Expense Reporting – End User Training
Expense Reporting – End User Training
Begin by selecting the “Room+Tax” or “Room” type
in the “Expense” field.
Next, fill in the amount for that particular expense type in the “Amount” field. Also specify the number of nights stayed.
Continue adding expense types until the total hotel charge is
expensed.
Then click on the “Enter” button
Expense Reporting – End User Training
When you have applied all the Corporate Card expenses that you want to include in your expense report, click on the
“Expenses” tab.
To view your expense report in a “List” view, click on the
“List” button
Expense Reporting – End User Training
The List view will display your expenses in a list format. This
view is typically used by expense report approvers and auditors. We will return to the Grid view and show you how to add non-card charges from
there.
To add any expenses that do not already appear in the pre-
populated data (e.g. cash items, mileage, non-received
corporate card transactions), click on the next empty row in the grid. This will pop up a list
of all the expense types.
Expense Reporting – End User Training
Alternately, you can click on the “Expense” field on the
lower half of the screen to pull up the same listing.
Make sure to review and edit/fill out all the white-
colored fields.
Because your expense may be an out-of-pocket expense (e.g. cash), be sure to indicate the
correct payment type
Expense Reporting – End User Training
Expense Reporting – End User Training
When you have entered in all of your expenses,
click on the “Completion” tab to
continue
If you incurred any expenses that require a
receipt, the “Receipt” tab will appear with a listing of the expenses requiring
receipt submission
Expense Reporting – End User Training
After reviewing this tab, click on the “Summary” tab to
continue
Click on the “Submission” tab to continue
On the “Summary” tab, you can review summary data,
such as the report total, total reimbursable amount, the
amount that is owed to American Express (credit card
remittance), and the out-of-pocket (cash) amount that needs to be reimbursed to
you.
Expense Reporting – End User Training
Expense Reporting – End User Training
If you need someone other than your immediate manager to
approve this particular expense report for you (e.g. manager is on vacation), then click on the “Change Approver” button to change the approver’s name.
When you are ready, click the “submit” button to submit the
expense report to your approver. Your manager will
receive an automatic email notification that they need to
go online to review and approve your expense report.
After you submit your expense report to your
manager for approval, you will also need to send a transmittal page (a.k.a. a
cover sheet for your receipts) along with your required paper receipts in based on
your company policy.
A window will pop-up explaining where to mail
and/or fax the transmittal page and receipts.
You have the option here to preview and/or print the
transmittal page and the final report.
Expense Reporting – End User Training
Print cover page out. Attach receipts.Fax (right-side up) to (571) 223-2119
To view more detail on the “electronic paper trail” of your expense report in the approval process, click on the “Status” button on the main toolbar
Here are the possible Statuses:• Draft • Submitted - waiting approval • Approved - waiting for
receipts • Completed - receipts
received, waiting for payment• Paid • Returned – approver
rejected, must be resubmitted
Expense Reporting – End User Training
Expense Reporting – End User Training
The “Form Status” window will appear. It will display a listing of all the individuals
that have “touched” the expense report so far, the date and actions taken, and where
the report may be hung up (e.g. if you have not received
payment yet). This is a great alternative to putting in a call to Accounts
Payable to find out the status of your expense report, since you may be put on hold for a while, and since they may not be able to get back to you right away.
Expense Reporting – End User Training
You can retrieve or cancel submitted reports that have not
yet been paid.
To cancel a submitted report, simply select the report from the
“My Expense Reports” tab. Click on the “Edit” drop down and
select “Recall Form”. Make the necessary changes, and then resubmit it to your approver.