What it does
You submit expenses against your financial benefit allowances (a conference registration, a book purchase) with the vendor, expense date, amount, and receipts attached. Approved requests deduct the amount from your allowance balance; administrators review submissions in a dedicated financial approval queue.
Who it's for
Anyone with a financial benefit account submits reimbursements in the personal portal. Program administrators and coordinators review and decide them in the admin financial portal.
How it works
From your Benefits dashboard, open an expense request. The form shows only your currency-based allowances, each with its available balance. You fill in:
Allowance — which financial benefit the expense draws from.
Expense date — when the purchase happened.
Amount — entered in dollars; balances are tracked to the cent.
Vendor and description — both required, so approvers know what was purchased and where.
Receipts — uploaded files supporting the expense.
Receipts. Whether receipts are required is a per-category setting. When required, the form will not submit without at least one successfully uploaded file. Files can be JPEG, PNG, WebP, HEIC, or PDF, up to 10 MB each, and every upload is verified against its real file type. Reviewers open receipts through secure, time-limited links.
Submission. If the amount exceeds your available balance, the form warns you before you submit. Once submitted, the request follows the approval workflow configured for that allowance. On final approval, the amount is deducted with the expense date as the effective date, and it appears in your transaction history.
Before you start
You need at least one financial benefit account. If you have none, the expense form shows an empty state instead.
Have your receipt file ready if the allowance requires one.
Do this
On the Benefits page (
/benefits), select Submit expense → the Submit Expense dialog opens.Choose the Allowance, Expense Date, and Amount in the dialog → it shows your available balance for that allowance.
Enter Vendor and Description in the dialog, then upload your file under Receipts → confirm the upload finishes before continuing.
Select Submit Request → the dialog closes and the request appears in Request History with Submitted status.
You're done when
Your new request shows in Request History with the amount, allowance, and its current status.
The amount appears as pending on your account, and is deducted only after final approval.
Boundaries and limits
Requests can only be created against your own accounts, and the allowance you pick must match the account.
Receipt files are limited to 10 MB each and to the JPEG, PNG, WebP, HEIC, and PDF formats; files that fail type verification are rejected.
Receipt links shared with reviewers expire after one hour and must be re-generated to view again.
The final approval refuses a deduction that would take your account below its minimum balance (or below zero unless the category allows negative balances).
If no financial allowances are configured for you, the expense form shows an empty state and asks you to contact your program administrator.
Vendor and description are required fields; a request cannot be submitted without them.
Common questions
Q: Do I always need a receipt? A: It depends on the allowance. Each benefit category has its own receipt requirement; when it applies, the form blocks submission until a receipt is attached.
Q: What file types can I upload? A: JPEG, PNG, WebP, HEIC images and PDF documents, each up to 10 MB.
Q: When is the money deducted from my allowance? A: At final approval. Until then the amount is only reserved as pending, and it is released if the request is rejected or cancelled.
Q: I entered the wrong amount — can I fix it? A: Yes, while the request is still a draft or awaiting a decision. Open it from Request History and edit it. After a decision, contact your administrator.
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