Paycor: Director Reimbursement

Please review Prep Network’s Expenditure Policy to ensure the expense being requested for reimbursement has gone through the appropriate approval process and is a reimbursable expense.

Important Notes:

• All Expense Requests MUST be submitted within 30 days of the purchase date on the receipt, otherwise, they will not be reimbursed.
• All Approved Reimbursement Requests will be processed monthly.

HOW TO CREATE AND SUBMIT A NEW EXPENSE REPORT

1. Log into Paycor, and on the top left near the Prep Network Logo, click the hamburger (3 lines) and then select Expense Management. Or download the Paycor app and enter the expense there.

2. To create a new expense report, you have these two options. Either method you select displays an Expense Report screen.

• Left Menu:
  • In the left menu, click My Expenses and then click Add New Report.
• Add New Report button:
  • On the Dashboard screen (and many other Expense Management screens) the Add New Report button appears to quickly add a new report

3. Complete these fields:

• Report Name -LABEL WITH “YOUR NAME - EVENT/TRIP NAME”
• Description
• Department

4. Move to the Expense Item section. For your report, you will add one or more Expense Items. Your Expense Report might be made up of only a single Expense Item, or multiple Expense Items.

• For each Expense Item, complete these fields:
• Date
• Category:
• Depending on the category you select, different fields appear in the Expense Item section
• Vendor Name
• Amount (in US Dollars)
• Attach Receipt:
  • Attach a receipt you already added to your Receipt Gallery (My Expense Settings > Receipts), or upload a file here.
• Notes: Enter any relevant notes.

5. Click Save Item. The new Expense Item appears in the table on the left with these details:

• Date
• Expense Item:
  • Vendor and Category
• Amount

6. To itemize an expense, click + Add Itemized Expense. Complete the fields and click Save Item. The item appears in the table with the Itemized Expense label.

7. To add more Expense Items, on the left side click + Add Expense. This clears out the Expense Item section on the right to add another item.

8. To edit an Expense Item you add to this report, on the right side click the row, and the Expense Item section on the right updates with that information. Make your edits and click Update Item.

9. For any item in your unsubmitted Expense Report, click the settings icon on the right to:

• Itemize
• Duplicate that item
• Move the item in the report
• Delete the item

10. When you finish adding Expense Items to the report, do one of the following:

• Click Save Report to save it in a draft form and work on it later.
  • The Expense Report will appear on your dashboard in the Draft Reports tab.
• Click Submit Report to send it to the person designated to approve your expense reports.
  • When the notification pop-up appears, click Yes, Submit.
  • The Expense Report will appear on your dashboard in the Submitted Reports tab.
  • The approver will receive a notification, and your Expense Report will appear in their Approval queue.

HOW TO WITHDRAW TO EDIT, OR DELETE A PREVIOUSLY SUBMITTED (UNAPPROVED) EXPENSE REPORT

Important:

• You can withdraw only submitted and unapproved Expense Reports.
• If an Expense Report does not appear in the Submitted Reports tab, it might have already been approved. If already been approved, you cannot withdraw it.

Follow these steps to withdraw a previously-submitted Expense Report;

1. Log into Paycor, and on the top left near the Prep Network Logo, click the hamburger (3 lines) and then select Expense Management. Or download the Paycor app and enter the expense there.

2. Click the Submitted Reports tab, and then in the Report Name field, click the blue title.

3. Under the Expense Item section on the lower-right, click Withdraw Report.

4. When the notification appears, click Yes, Withdraw.

5. The screen updates, and the report is returned to a draft, unsubmitted status. You have these options:

• Make edits and Submit Reports.
• Save the Report to edit later.
• Delete the report:
  • At the top-right, click Actions, and then click Delete Report.
• When the notification appears, click Yes, Delete.