An expense claim item is a record of an individual amount that you wish to claim for, relating to individual expense. You can enter expense claim items immediately as you incur each expense or enter them all together before creating your expense report. If you choose to do the latter, it is important that you know your company’s policies, as you may be restricted by how far in the past you can claim expenses.

There are some additional requirements and options available when creating an expense type on desktop as opposed to the mobile app.

Creating an Expense Item

Click Create New Expense Claim Item. This opens the Manage Expense Claim Item - Add window.
If Optical Character Recognition (OCR) has been enabled by your company and you are recording a non-mileage-based claim, you should first upload an image of your receipt, as some of the fields will be auto-filled based on the scan of the image. You can tell whether OCR is enabled by the presence of the 'Allow AI to fill readable fields automatically' tick box. If OCR is disabled, the tick box will not be visible. For more information, see Adding and Removing Attachments.
📌Note: Using OCR is not recommended for mileage-based expense claims, as it can result in incorrect VAT being recorded.
Enter the details in the first section.
Enter the Cost Details. This includes the amount you are claiming for and possibly some additional information depending on the Expense Type. If you have multi-currency enabled on your account, you will be able to select from a drop-down list of currencies supported by your company.

The value you enter next to the currency should match the amount on the receipt. If your company has exchange rates loaded for this currency, the exchange rate will appear and the base currency amount will be calculated automatically.

Both the exchange rate and the base currency amount can be edited. This allows you to match any reimbursable amount to a bank or credit card statement.
If available, enter the Analysis Details. If default financial details have been set for your company for your chosen expense type, they will be pre-filled for you.

If your company expense parameters allow for it, you can split the claim across multiple analysis details if necessary. To do this, click the + button at the top of the Analysis Details section to open an additional set of analysis fields. They will be labelled "Costing 1", "Costing 2" and so on. You can split the claim up to three times this way.
📌Note: Under your company expense parameters, Analysis Details may be set to View Only for claimants, in which case you will not be able to edit them.

Analysis Details can also be set to Hidden for claimants, in which case you will not be able to see them.
Certain Expense Types may require further information in addition to what you entered in the default fields. If you have selected such an Expense Type, complete the new fields that have appeared near the bottom of the window under the heading Document Further Details on this Claim Item.
If there is some additional information that your employer should know regarding the expense item, you can include it in the Additional Comments box.
To save the expense claim item, click . The item will now be stored, ready to be added to an expense report.

Google Maps Functionality

This topic covers the process for adding a Mileage/Vehicle-based expense claim item, given that the Google Maps functionality parameter is enabled.

After selecting the Mileage/Vehicle-based expense type, the Vehicle field and the button will appear. If the parameter allowing claimants to add vehicles is enabled, the button will also appear.
Select the vehicle you wish to record mileage for from the drop-down list. If the relevant vehicle is not in the list, click
and add the vehicle (see My Vehicles > Adding a Vehicle for detailed instructions). If this button is not available, you must contact your expense administrator to add the vehicle for you.
Click . This opens the Create a Journey window.
Enter the Start Address and End Address of the journey. The route will appear on the right and the mileage will be calculated automatically.
If necessary, you can add up to four additional stops to the journey using the button. To remove an added stop, click the button next to the address. Like before, the route and calculated distance will be automatically updated as you add and remove stops.
Click to save the journey.
If necessary, you can click the button to reopen the Create a Journey window and make changes to the journey.
If the parameter allowing claimants to override the calculated mileage is enabled, you will be able to change the mileage in the Cost Details section of the Manage Expense Claim Item window. This may be necessary if you took a slightly different route to the one suggested by Google Maps. When you submit the claim, the approver will be able to see both the original calculated distance and your overridden mileage.

Adding and Removing Attachments

Uploading a Receipt from the Claim Item Window

You will usually need to provide a scanned image of your receipt for your claim to be approved.

If OCR has been enabled by your company, you can get the Expenses system to automatically scan your uploaded receipt image and auto-fill the Date, Amount and Merchant fields based on the scanned image. It will also attempt to auto-fill the Expense Type based on previously scanned receipts from the same Merchant.

You can attach multiple files if your receipt is too large to fit in one image. You can also attach other types of files, such as documents and spreadsheets, to support your claim. The file size limit for upload is 35 MB.

To add an attachment to a claim item within the claim window:

Click Browse.
Browse for the file you wish to attach.
Double click the file, or select the file and click Open. The file name will then appear where the Browse button was.

Alternatively, you can drag and drop the file from File Explorer onto the Manage Expense Claim Item window, without having to use the Browse button.
If OCR is enabled, the 'Allow AI to fill readable fields automatically' tick box will be ticked by default, unless you have selected the Mileage/Vehicle-based expense type. Untick the box if you do not wish to use this feature.
Click . If you approved the use of OCR, the window will be disabled for a few seconds while the scan takes place, after which the readable fields will be auto-filled.
The 'Can the VAT information be read on the receipt' tick box is ticked by default once an attachment is uploaded. Untick this box if the VAT information is not visible in the image, or if the attachment is not a receipt.
If you have added multiple attachments, you can scroll on the right side of the screen to view them all. You can also click the 'X file(s) added' button in the top-right of the window to open the Attachments window, for an overview of the files attached to this claim item.

Uploading a Receipt from My Expense Claim Items

You can also add attachments to claim items from the My Expense Claim Items grid. Using this method, you can add attachments to claim items which have already been submitted.

Right-click the item to which you wish to add an attachment, or left-click the item and click the menu icon , then click Add Receipt(s). This opens the Attachments window for that item.
Add the receipt using either the Browse button or drag and drop.
Click to upload the attachment.

Removing Attachments

You can delete attachments after having uploaded them to an expense claim item. This may be useful if you have uploaded the wrong file by mistake.

Right-click the claim item you wish to remove an attachment from, or left-click the item and click the menu icon , then click either Modify or Add Receipt(s).
Right-click the attachment you wish to remove, then click Delete. The attachment is now removed from the item.

Modifying an Expense Item

You can make changes to the details of existing claim items. This may be useful if you have realised that you made a mistake in one of the expense claim items you saved, or received additional supporting documentation since you saved the item.

Click View My Expense Claim Items. This shows a list of all expense claim items you have saved that have not yet been paid.
If you have been configured to act on behalf of another claimant, the Claimant field will be visible above the grid. Your own name will always be selected by default, but you can select another claimant from the drop-down list to view their expense items if you need to make an edit on their behalf.
Right-click the claim item you wish to modify, or left-click the item and click the menu icon , then click Modify. This brings you back to the Manage Expense Claim Item screen to make the necessary changes (see Creating an Expense Item & Adding and Removing Attachments for detailed instructions).
Click to save your changes.

Copying an Expense Item

If you are creating multiple similar expense claim items, you can save time by using the Copy function. Copying a claim item opens a new Manage Expense Claim Item window with identical details to the item you copied, except for the receipts. You are then free to edit the item as you wish.

To copy an expense claim item, right-click the item you wish to copy, or left-click the item and click the menu icon then click Copy.

Claim Item Warnings

Your company’s expense administrators will have set up expense policies, which define rules such as the maximum amount you can claim for an item of a certain expense type, or how much additional information is required. They also decide what happens when a claim item breaches a policy. This information is relayed to you via warnings within the Manage Expense Claim Item window.

The blue warning symbol next to a field is the least severe warning. It indicates that the entry in this field breaches a policy, but you can still save the item and attach it to an expense report without any further action.

The yellow warning symbol next to a field is the second most severe warning. It indicates that the entry in this field breaches a policy, and as such, you will not be able to attach the claim item to an expense report without either providing additional comments in the Additional Comments box, or receiving prior approval for it, depending on the policy.

The red “critical” warning symbol next to a field is the most severe warning. It indicates that the entry in this field breaches a policy, and as such, you will not be able to even save the claim item until you modify the entry to adhere to the policy.

Favourite Expense Types

You can toggle your favourite expense types within User Preferences. When creating an expense claim item on mobile, expense types designated as favourites will appear at the top of the list in their own category labelled “Favourites”. Favourite expense types have no effect on claim item creation within CCC.

Click your username or avatar, then click the Preferences icon .

This opens the User Preferences window.
Click Expenses Claim User Favourites. This opens a list of every expense type available to you.
Designate an expense type as a favourite by clicking the star icon next to it. It will turn yellow to indicate it has been selected.
Your selections are automatically saved as you go. Once you are done, your designated favourites will appear at the top of the Expense Types list on mobile under the Favourites category.

Claim Item Status

You can view the status of an expense claim item on the My Expense Claim Items screen, at any time until it is attached to an expense report.

The possible statuses of an expense claim item are:

Draft	You are still working on the expense claim item. You can add it to an expense report if it does not require prior approval.
Awaiting Approval	You have attached the item to an expense report and submitted it for approval, but your manager has not yet reviewed it.
Awaiting Payment	You have attached the item to an expense report and submitted it and it has been approved and submitted by management and finance, but it has not yet been posted in COINS ERP+.
Rejected	You have attached the item to an expense report and submitted it and it has been rejected by management or finance.
Management Approved	You have attached the item to an expense report and submitted it for approval and your manager has marked the item as Approved.
Finance Approved	You have attached the item to an expense report and submitted it and it has been approved by management, then marked as Reviewed by finance.
Paid	You have attached the item to an expense report and submitted it and it has been approved and submitted by management and finance and the payments batch has been posted in COINS ERP+.

Expense Claim Items - CCC