American Express @ Work® Expense Reporting:End User Training

Expense Reporting – End User Training

Please log on to:https://amex.iers.ihost.com/

When you log in to access the Expense Reporting solution for the first time, simply enter in the Company Key

Then click on the “Register Now” button

Expense Reporting – End User Training

Hawaiian Airlines Company Key:DEnyht78K9u2AHPKmwGAzQ==

Enter your first and last name and your preferred

User ID.

Then select your Challenge Phrase and its corresponding answer.

Finally, enter your email address.

Click on the “Next” button to continue.

Expense Reporting – End User Training

Please use work email address

When your registration is accepted, the application will

prompt you for your Corporate Card number. Enter in your

card number and your name as it appears on the card.

Then click on the “Submit” button to continue.

Shortly afterwards, you will receive an email notification

that will include your temporary password.

If you need access to more than one card account, speak to your

company’s Corporate Card program administrator.

Expense Reporting – End User Training

To log in to the application after you have registered with the system, enter in your User ID and

password.

Then click on the “Log In” button to continue.

Expense Reporting – End User Training

The “My Expense Reports” page will

appear. Shown here is a listing of expense

reports that you have prepared for your own

expenses.

Click on the “New” button to create a

new expense report

Expense Reporting – End User Training

Expense Reporting – End User Training

The “New Expense Report Information” dialog box

will appear.Fill out your expense

report title and category, then click on the “OK”

button to continue

Expense Reporting – End User Training

Based on your company setup, you may have the ability to select these options. If you

select the “Charge To” condition, you have the option

to change the default cost center/accounting code with

another.

Next, click on the “Amex Card Data” tab to advance to the

next step

Expense Reporting – End User Training

Then, click on the “Apply” button to add this charge to

your expense report

Within the details of each expense item, you may review

and fill out/edit any of the white-colored fields

When you expense a business meal, you will need to provide additional information, such an

an explanation of the meal

When you’ve reviewed and filled in/edited all the white fields shown, click on the

“Attendee” button.

Expense Reporting – End User Training

When you expense a hotel charge, you will be required to itemize that charge in order to

separate out room and tax charges from other

miscellaneous charges such as meals, parking, etc. When you are done reviewing and filling in/editing the details, click on

the “Apply” or “Itemize” button. The Itemize dialog window will then appear.

Expense Reporting – End User Training

Expense Reporting – End User Training

Begin by selecting the “Room+Tax” or “Room” type

in the “Expense” field.

Next, fill in the amount for that particular expense type in the “Amount” field. Also specify the number of nights stayed.

Continue adding expense types until the total hotel charge is

expensed.

Then click on the “Enter” button

Expense Reporting – End User Training

When you have applied all the Corporate Card expenses that you want to include in your expense report, click on the

“Expenses” tab.

To view your expense report in a “List” view, click on the

“List” button

Expense Reporting – End User Training

The List view will display your expenses in a list format. This

view is typically used by expense report approvers and auditors. We will return to the Grid view and show you how to add non-card charges from

there.

To add any expenses that do not already appear in the pre-

populated data (e.g. cash items, mileage, non-received

corporate card transactions), click on the next empty row in the grid. This will pop up a list

of all the expense types.

Expense Reporting – End User Training

Alternately, you can click on the “Expense” field on the

lower half of the screen to pull up the same listing.

Make sure to review and edit/fill out all the white-

colored fields.

Because your expense may be an out-of-pocket expense (e.g. cash), be sure to indicate the

correct payment type

Expense Reporting – End User Training

Expense Reporting – End User Training

When you have entered in all of your expenses,

click on the “Completion” tab to

continue

If you incurred any expenses that require a

receipt, the “Receipt” tab will appear with a listing of the expenses requiring

receipt submission

Expense Reporting – End User Training

After reviewing this tab, click on the “Summary” tab to

continue

Click on the “Submission” tab to continue

On the “Summary” tab, you can review summary data,

such as the report total, total reimbursable amount, the

amount that is owed to American Express (credit card

remittance), and the out-of-pocket (cash) amount that needs to be reimbursed to

you.

Expense Reporting – End User Training

Expense Reporting – End User Training

If you need someone other than your immediate manager to

approve this particular expense report for you (e.g. manager is on vacation), then click on the “Change Approver” button to change the approver’s name.

When you are ready, click the “submit” button to submit the

expense report to your approver. Your manager will

receive an automatic email notification that they need to

go online to review and approve your expense report.

After you submit your expense report to your

manager for approval, you will also need to send a transmittal page (a.k.a. a

cover sheet for your receipts) along with your required paper receipts in based on

your company policy.

A window will pop-up explaining where to mail

and/or fax the transmittal page and receipts.

You have the option here to preview and/or print the

transmittal page and the final report.

Expense Reporting – End User Training

Print cover page out. Attach receipts.Fax (right-side up) to (571) 223-2119

To view more detail on the “electronic paper trail” of your expense report in the approval process, click on the “Status” button on the main toolbar

Here are the possible Statuses:• Draft • Submitted - waiting approval • Approved - waiting for

receipts • Completed - receipts

received, waiting for payment• Paid • Returned – approver

rejected, must be resubmitted

Expense Reporting – End User Training

Expense Reporting – End User Training

The “Form Status” window will appear. It will display a listing of all the individuals

that have “touched” the expense report so far, the date and actions taken, and where

the report may be hung up (e.g. if you have not received

payment yet). This is a great alternative to putting in a call to Accounts

Payable to find out the status of your expense report, since you may be put on hold for a while, and since they may not be able to get back to you right away.

Expense Reporting – End User Training

You can retrieve or cancel submitted reports that have not

yet been paid.

To cancel a submitted report, simply select the report from the

“My Expense Reports” tab. Click on the “Edit” drop down and

select “Recall Form”. Make the necessary changes, and then resubmit it to your approver.