Reimbursement Entry in the APP and System Settings

Understand everything about posting Reimbursements and Expenses. How to block and release the function for company or per User.

In addition to the reimbursement for Mileage traveled made automatically by the Contele for Teams APP, the User can make manual entries of reimbursable and non-reimbursable expenses, through the Single Reimbursements.

In the application, the User can enter Reimbursements for:

• Transportation;
• Parking;
• Tolls;
• Food;
• Accommodation;
• Among other things.

Linking a Single Reimbursement to a Place or Visit (For Users)

In the home screen of the APP, go to Expenses, located in the lower right corner.

A keyboard will open, where you will fill in the amount of what you need to reimburse.

Right after that, you need to fill in some information regarding the Reimbursement:

• Date: Day on which the expense was generated;
• Description: What this expense is about, or an explanation of why you spent the money;
• Type: Category in which this expense fits;
• Reimbursable: If the expense is reimbursable or not;
• Link to Venue or Visit: Select a Place or Visit where the expense was generated;
• Add Photo: Field to add a photo (invoice, for example).

Reimbursable and Non-Refundable Expenses

Reimbursable

These are reimbursement categories that add up in the Reimbursement Report and are amounts that the company needs to approve and pay to the User. 

Non Refundable

These are categories of postings that the company will not pay the User, but that need to be posted for control purposes. They are usually made by corporate cards.

Enabling the Single Mass Reimbursement in the System (For managers)

You can enable or disable the ''Single Reimbursement'' for your company.

To do this, simply go to Settings > Your Company > Single Reimbursement.

In the block Single Reimbursement, check or uncheck the option Allow the registration of Single Reimbursements.

This way, the user on the street will be able to use the ''Single Reimbursement'' feature from the Contele for Teams.

Enable Single Reimbursement for Users (For Managers)

You can also enable or block the use of the " Single Reimbursement" for certain Users.

To use this feature, go to Settings > Users and select the desired User.

With the User selected, click Edit User.

Go to the Reimbursement block and enable the Enabled to Register Single Reimbursements button.

How to Correct/Cancel a Reimbursement?

Every entry, reimbursable or not, automatically enters as approved, but the manager can validate or reject it.

And if the User has posted a wrong Reimbursement to the system, he can request that the Manager delete the amount from the Report. Here is how to do it:

1. Cancelling a normal reimbursement

On the side menu, click Reports > Reimbursement.

Select the desired User and click View Detailed to check the reimbursements per day.

Go to the day that you want to cancel the reimbursement and click on the Skip Visits button and do the following action:

2. Canceling Single Reimbursement

On the same Detail View screen, go to the Single block and click on the action icon ⚙.

Select Cancel to delete the reimbursement from the system.

Can my field team see their own Reimbursement Report?

If the User wants to view his expenses in the Report, he can log into the manager system (click here) and access the Reimbursement Report.

The User has limited access to the system. Find out more.

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Article updated 06/14/2022