ExpenseWire Frequently Asked Questions

General

Q: Can I change my User ID?

Q: How do I change my personal email?

Q: I forgot my password, what do I do?

Q: When I try to log in, I receive a message telling me my account is Disabled, what do I do?

Q: When I try to log in, I receive a message telling me my account is Locked, what do I do?

Receipts

Q: How do I upload a receipt?

Q: How do I attach a receipt to an expense report and line item?

Q: How do I attach an email receipt to an expense report?

Q: How do I determine what email address to use for sending receipts?

Q: What file formats am I able to use for receipts?

Q: How do I detach a receipt from an expense report and line item?

Q: How do I delete a receipt?

Editing Reports

Q: How do you edit an expense report, after it has been submitted for approval?

Q: How do I edit a line item?

Q: How do I delete an expense line?  

Q: Once an item is deleted, can I get it back?  

Q: I submitted my expense report to the wrong approver. How can I change the approver for this report?  

Q: How can I change my default approver?

Q: Why can I not select the ‘Save + Close’ or ‘Save + Add’ on a new line item?

Q: The system will not allow me to submit my expense report. Why

Q: My expense report is currently in a ‘Draft’ status. What does this mean?

Delegates

Q: How do I create an expense report on behalf of someone else?

Q: How do I set up someone to create expense reports on my behalf?

Credit Cards

Q: Do I need to have online banking to link a credit card in ExpenseWire?

Q: How do I link a personal credit card to my ExpenseWire account?

Q: What is considered a corporate credit card and a personal credit card in ExpenseWire?

Payment

Q: How do I tell if direct deposit is available to me?

Q: How do I set up my direct deposit?

Q: When do I get paid?

Q: How long does it take for my direct deposit reimbursement?

Q: The users have been reimbursed, but the batch is still marked as processing. Why?

Q: A batch was processed before a user could setup their direct deposit. How do I pay this user?

Additional Resources

Q: Who is my system administrator?

Q: Who do I contact if I have a question not covered in this document?

Q: Where do I find product documentation?

Q: Are there product trainings available?

Q: What video clips are available online?

 

General

Q: Can I change my User ID?
A: The User ID is a unique identifier that allows ExpenseWire to tie expense reports to a particular user. For this reason, once a User ID has been assigned, it cannot be changed.

Q: How do I change my personal email?
A: To begin, click the My Profile link in the upper right of the page:

  1. Click Edit My Profile.

  2. Update the information in the Email field.

  3. Click Update My Profile.

To change personal information, you can also contact your system Administrator.

*ExpenseWire user emails will not be an option to update in ExpenseWire. Emails will be managed in Flex and updated in ExpenseWire.

Q: I forgot my password, what do I do?
A: To reset your password, begin at the ExpenseWire Login page:

  1. Enter your User ID.

  2. Click the Forgot Password link. The Resetting a Password page appears.

  3. Enter your User ID and Email, then click Submit. The message "A temporary password has been sent to your email address" displays.

  4. Click Close.

  5. An email is sent to you from support@expensewire.com titled "Your ExpenseWire Credentials." You can now login to ExpenseWire and reset your password.

  6. Click the ExpenseWire link or the Log in to the application now button in the email.

  7. Enter your User ID and new Password (from the email).

  8. Click Login. The Your Password has Expired page displays.

  9. Enter a new password meeting the criteria listed and enter it twice in the fields provided and click Submit.

*ExpenseWire passwords will not be an option for Flex log in only clients. Passwords will be managed in Flex.

Q: When I try to log in, I receive a message telling me my account is Disabled, what do I do?
A: If your account is disabled you must contact your system Administrator to have them enable your account for you.

Q: When I try to log in, I receive a message telling me my account is Locked, what do I do?
A: If your account is locked, it is most likely from attempting to log in too many times with the wrong User ID/Password combination. To unlock your account, you need to reset your password.

To reset your password, begin at the ExpenseWire Login page:

  1. Enter your User ID.

  2. Click the Forgot Password link. The Resetting a Password page appears.

  3. Enter your User ID and Email, then click Submit. The message "A temporary password has been sent to your email address" displays.

  4. Click Close.

  5. An email is sent to you from support@expensewire.com titled "Your ExpenseWire Credentials." You can now login to ExpenseWire and reset your password.

  6. Click the ExpenseWire link or the Log in to the application now button in the email.

  7. Enter your User ID and new Password (from the email).

  8. Click Login. The Your Password has Expired page displays.

  9. Enter a new password meeting the criteria listed and enter it twice in the fields provided and click Submit.

Receipts

Q: How do I upload a receipt?
A: Receipts can be uploaded into the ExpenseWire system from multiple locations.

Upload Receipts from an Unsubmitted Expense Report

  1. Click the Expenses Tab.

  2. Open the expense report.

  3. Select the Receipts Tab within the opened expense report.

  4. Click the Upload Receipt Document link. A form will open within the ExpenseWire window.

Pop-up blockers should not be affected, however, in the case a pop-up window opens and pop-up blocker is enabled, press and hold the control key while conducting this action.

  1.  Locate the file by clicking the Browse button. The file size is limited to 7.5 MB.

  2. Select the file.

  3. Enter any additional information into the Upload Receipt form. Make sure all required fields [*] are complete.

  4. After ensuring no Personal Identifiable Information (PII) ¹ is included, click I Agree + Upload.

You can also email scans or photos of your receipts to your user profile.  

An example format: Test.User5082@receipts.expensewire.com

Emails that are sent to a users unique receipts email will be converted to a PDF and loaded to a users Receipt Gallery.

For more information view the online training videos: Upload a Receipt to an Expense Report Line on the Training Center located in the Help section.

Upload Receipts from the Receipt Gallery

The Receipt Gallery (which is typically located next to the Expenses or Travel Tab) has all the receipts that were uploaded, but not yet attached to an expense report and line item.

  1. Click the Receipt Gallery Tab.

  2. Click the Upload a receipt link under Actions.

  3. Locate the file by clicking the Browse button.  The file size is limited to 7.5 MB.

  4. Select the file.

  5. Enter any additional information into the Upload Receipt form.  Make sure all required fields [*] are complete.

  6. After ensuring no Personal Identifiable Information (PII) ¹ is included, click I Agree + Upload.

You can also email scans or photos of your receipts to your user profile.  

An example format: Test.User5082@receipts.expensewire.com

Emails that are sent to a users unique receipts email will be converted to a PDF and loaded to a users Receipt Gallery.

For more information view the online training videos: Upload a Receipt to an Expense Report Line on the Training Center located in the Help section.

¹Personally Identifiable Information (PII)

Paychex asks for affirmation that you are not uploading PII for your own protection. Files that are uploaded to ExpenseWire are available for review by any member of your organization that can see your expense reports. This includes persons who may approve your expense report, persons in your payables area, and system Administrators.

PII includes any information that can uniquely identify you. This information, if discovered, could be used to impersonate you, apply for credit in your name, or misuse your identity. The most common forms of PII that appear on receipts include: full credit card number, full bank account number, driver's license number, and Social Security or Federal ID numbers. Please review all receipts that you receive, and black out any of the PII data before scanning and uploading.

 Q:How do I attach a receipt to an expense report and line item?

A: Receipts can be attached to an expense report and line item from multiple locations.

Your company may require you to turn in the original receipts; please contact your System Administrator for more information on these policies.

Attach Receipts from an Unsubmitted Expense Report

  1. Click the Expenses Tab.

  2. Open the expense report.

  3. Select the Receipts Tab within the opened expense report.

  4. Click the View Receipt Gallery link.

  5. Click the Attach checkbox and the Attach Selected button.

Attach Receipts from a Line Item on an Unsubmitted Expense Report

  1. Open the expense report.
  2. Select the Items Tab and find the line item that you want to attach to that receipt.
  3. Click the Access Receipts link in the Receipt field.
  4. Click the Attach icon on the Report Receipts Tab if you want to associate a receipt from that expense report to the line item.|
  5. Navigate to the Receipt Gallery Tab, click the Attach icon and follow the prompts if you want to select a different receipt.

Once the receipt is attached to the line item, the Title will appear in the Receipt field.

Attach Receipts from the Receipt Gallery

To a New Expense Report

The Receipt Gallery (which is typically located next to the Expenses or Travel Tab) has all the receipts that were uploaded, but not yet attached to an expense report and line item.

  1. Click the Attach icon.

  2. Click Create New Report to attach it to a new expense report.

  3. Click Attach icon again to attach it to an existing report.

  4. Click Report Only or Report & Line Item.

  5. Click New Line Item to attach it to a new line item.

  6. Click Attach icon again to attach it to an existing line item.

To an Existing Report

The Receipt Gallery (which is typically located next to the Expenses or Travel Tab) has all the receipts that were uploaded, but not yet attached to an expense report and line item.

  1. Click the Attach icon.

  2. Select an existing report

  3. Click Attach icon again to attach it to an existing report.

  4. Click Report Only or Report & Line Item.

  5. Click New Line Item to attach it to a new line item.

  6. Click Attach icon again to attach it to an existing line item.

Q: How do I attach an email receipt to an expense report?
A: Begin in the Receipts tab of an unsubmitted expense report:

  1. Click the View Emailed Receipts link.

  2. Click the Attach checkbox next to each receipt you want to attach.

  3. Enter descriptions for receipts then click Attach Selected.

For more information view the online training video: Attach an Email Receipt to an Expense Report at http://www.expensewire.com/resources/index.aspx.

Q: How do I determine what email address to use for sending receipts?
A: Click the My Profile link in the upper right of the page. Your personal Receipts Email address displays under User Information.

To email a receipt to ExpenseWire send an email from a computer or mobile device to the email address listed in your user profile and attach the receipt.

Emails that are sent to a users unique receipts email will be converted to a PDF and loaded to a users Receipt Gallery.

Q: What file formats am I able to use for receipts?
A: ExpenseWire certifies the quality of the following file formats:

The application will accept and present most formats, the quality of the image may be degraded with uncertified formats.

Q: How do I detach a receipt from an expense report and line item?
A: Receipts can be detached from an expense report and line item from multiple locations.

Detach Receipts from an Unsubmitted Expense Report

  1. Click the Expenses Tab.

  2. Open the expense report.

  3. Select the Receipts Tab within the opened expense report.

  4. Click the Drop icon next to the receipt that you want to detach. The Deleting Receipt! window displays.

  5. Click the Delete Now button.

Detach Receipts from a Line Item on an Unsubmitted Expense Report

  1. Open the expense report.

  2. Select the Items Tab and find the line item with the receipt that you want to detach.

  3. Hover over the Receipt icon.

  4. Click the Detach link on the Review Receipt panel.

Q: How do I delete a receipt?

A: Receipts can be deleted from multiple locations.

Delete a Receipt from the Receipt Gallery

  1. Find the receipt that you want to remove from the ExpenseWire system.

  2. Click the Delete icon. You will get a message confirming that you want to delete the receipt.

  3. Click OK.

Delete a Receipt from an Unsubmitted Expense Report

  1. Click the Expenses Tab.

  2. Open the expense report.

  3. Select the Receipts Tab within the opened expense report.

  4. Click the View Receipt Gallery link.

  5. Click the Delete icon. You will get a message confirming that you want to delete the receipt.

  6. Click OK.

 

Editing Reports

Q: How do you edit an expense report, after it has been submitted for approval?
A: Once a report has been submitted for approval it must be returned to Draft status before it can be edited.

  1. Open the expense report.

  2. Click Take Back. The Taking Back ExpenseID: ## window displays.

  3. Click Yes.

  4. Add notes as needed and click Take Back.

  5. The report status is changed to Draft.

An expense report can be taken back if it is in Pending status. Once the report status is Approved, it must be denied by the Approver or Payer for edits to be made.

Q: How do I edit a line item?
A: Begin with an open expense report:

  1. Click the Edit icon in the Actions area for the line.

  2. Make changes as needed to the line.

  3. Click Save + Close.

Expense lines can only be edited in reports that are in Draft or Denied status.

Q: How do I delete an expense line?
A: Begin with an open expense report:

  1. Click the Drop icon in the Action area for the line. The Deleting an Expense Line Item! window displays.

  2. Click Delete Now.

Q: Once an item is deleted, can I get it back?
A: Once an expense report or line item has been deleted, that item is completely removed from the application. You must recreate the expense line item or report if it was deleted in error.

Q: I submitted my expense report to the wrong approver. How can I change the approver for this report?
A: If you do not see the appropriate Approver in the drop-down menu when submitting an expense report, contact your system Administrator. Your system Administrator is the person who sets up the Approver relationships in ExpenseWire.

Q: How can I change my default approver?
A: Your default Approver can only be changed by your company’s system Administrator. You need to contact them to make the change.

Q: Why can I not select the ‘Save + Close’ or ‘Save + Add’ on a new line item?
A: The system only allows a line item to be saved once all of the required fields are complete. Required fields are designated with a red asterisk.

Q: The system will not allow me to submit my expense report. Why?
A: The system prevents an expense report from being submitted when a rule/limit has been violated. Rules/Limits are created by your company's system Administrator. The Administrator can decide to prohibit a user from submitting an expense report due to a rule violation. These rules are indicated by a series of red/yellow/green lights located next to each individual line item.

View the Violations tab to see details on rule violations on an expense report.

Q: My expense report is currently in a ‘Draft’ status. What does this mean?
A: The Draft status is given to an expense report that has not yet been submitted. This status also equates to an Unsubmitted expense report.

 

Delegates

Q: How do I create an expense report on behalf of someone else?
A: In order to create an expense report for someone else:

    1. Click Create a new expense report. The Adding an Expense Report window displays.

    2. Click the drop-down arrow in the Submitter field.

    3. Choose the person to create a report for from the list.

    4. Create the expense report.

      If you do not see the name of the person in the list, then you are not set up as a delegate for them.

Q: How do I set up someone to create expense reports on my behalf?
A: To assign a delegate the feature must first be enabled by your system Administrator. To set someone up as a delegate you must:

  1. Click the Profile link on the upper right portion of the page.

  2. Click Assign My Delegate Users from the Actions menu.

  3. Find the user you wish to designate as a delegate and click the Is Delegate checkbox next to the name.

  4. The individual is now able to create expense reports on your behalf.

    Make sure the Search By field shows ALL to view all users.


Credit Cards

Q: Do I need to have online banking to link a credit card in ExpenseWire?
A: Yes. To link a credit card with ExpenseWire, you need to have online banking credentials. ExpenseWire pulls transactions directly from your online banking site.

Q: How do I link a personal credit card to my ExpenseWire account?
A: To link a personal credit card to your account the Credit Card feature must first be enabled by your system Administrator. Once the feature is enabled, you can click the My Profile link in the upper right of the page:

  1. Click View/Add Credit Card.

  2. Click the Add New Card link. The Create Account window displays.

  3. Choose the Online Banking Site for the card you wish to add, select Other if you do not see your card listed and search.

  4. Click the Online Banking Site Name from the list.

  5. Enter your User ID and Password provided by the financial institution and then click Submit Credentials.

  6. This may take a few minutes, once the card is connected to your account it is listed in the Online Bank Accounts portion of the page.

Q: What is considered a corporate credit card and a personal credit card in ExpenseWire?
A: How a card is classified in ExpenseWire depends on who administers the card.

 

Payment

Q: How do I tell if direct deposit is available to me?
A: Direct deposit must be enabled by your system Administrator in order for it to be available to you. To check to see if it’s available for you:

  1. Click the My Profile link at the top right of the page.

  2. Check the Direct Deposit Enabled field under Usage Defaults.

    • True – Direct deposit is enabled for you.

    • False – Direct deposit is not enabled for you.

Q: How do I set up my direct deposit?
A: To set up direct deposit, begin by clicking the My Profile link at the right top of the page:

  1. Click Manage Direct Deposit. The Confirm Credentials window displays.

  2. Enter your Password and click Submit. The Maintain Direct Deposit Information window displays.

  3. Enter your banking information and click Submit. Your direct deposit is now activated.

Q: When do I get paid?
A: Contact your system Administrator to determine when expense reports are processed and paid in your company.

Q: How long does it take for my direct deposit reimbursement?
A: When a batch is processed via ACH, it typically takes up to 3 business days to complete the payment cycle.

Q: The users have been reimbursed, but the batch is still marked as processing. Why?
A: This depends on what type of transactions are in the batch.

Q: A batch was processed before a user could setup their direct deposit. How do I pay this user?
A: The batch is processed with the users expense report labeled as a check. Since the user did not have the ACH Direct Deposit information set up prior to the batch being processed, the user does not have the ability to be paid via ACH. The user needs to be paid by check for this report.

 

Additional Resources

Q: Who is my system Administrator?
A: Each company has its own Administrator/Administrators. In order to determine who your Administrator is, you need to work with someone within your organization such as your manager or IT department.

Q: Who do I contact if I have a question not covered in this document?
A: There are several places you can go for additional information and help:

Q: Where do I find product documentation?
A: Documentation can be found and downloaded from the Help link by clicking Get Help or Knowledgebase:

Q: Are there product trainings available?
A: Training is available in two places:

Q: What video clips are available online?
A: The ExpenseWire Training Center has the following videos available free of charge.

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