If you have a bill or receipt that includes multiple items to expense, you may need to split the expense into parts in order to properly categorize each item. You can split or itemize an expense only before final approval. You cannot split final-approved expenses.
You can use the Split/Itemize option only before final approval. You cannot split final-approved expenses.
You cannot split and queue pending corporate card transactions. You must wait for the transaction to post before you split it.
A common example is a hotel bill that includes lodging and meals, where each item needs separate categorization. You might also need to code meals separately by client or add a different note to provide meal context.
If you do not see the option to Split/Itemize expenses, your transactions are likely still in Draft status. After you submit the expenses, the Split/Itemize option appears.
Split Your Expense Using the Web Browser
Split When Submitting
When submitting your expense, select SPLIT/ITEMIZE at the bottom of the expense submission form.
You do not have the option to split a returned expense during the Edit & Resubmit process. To submit a returned expense, first resubmit the expense as is, then immediately select the edit option to split and save it.
This action automatically breaks out the total into two even amounts. Edit the amounts based on cost of each item and apply the appropriate notes, categories, and expense fields.
- Select SEND.
After you submit the expense, the system automatically breaks it out into two individual expenses with the same receipt image.
Split After Submitting
You can split an expense only before it reaches final approval. After final approval, you cannot split the expense.
- Locate the expense you would like to split on the Pending Review tab of the Reimbursements screen or on the Pending Submission or Submitted tabs of the Transactions screen.
Select the more actions menu and select Edit.
Select SPLIT/ITEMIZE.
- This action automatically breaks out the total into two even amounts. Edit the amounts based on cost of each item and apply the appropriate notes, categories, and expense fields.
- Select SAVE.
Split Your Expense Using the iOS or Android Mobile App
When submitting an expense in the Emburse Spend mobile application, you see the option to split an expense in the lower-right corner. Emburse Spend evenly divides the expense amount by the number of splits by default, and you can adjust each split amount.
You can use Split/Itemize in the mobile app only before final approval. You cannot split final-approved expenses.
If you have already submitted an expense and would like to go back and split it, you can do so by selecting the expense, selecting the three dots in the lower-right corner, and selecting the Split Expense option.
How to Split an Expense During Approval Review
Managers and reviewers can split any expense awaiting their approval on the Needs Review tab. After selecting the expense for review, you see a Split button in the expense details:
Splitting an expense lets you adjust amounts, categories, notes, team/expense fields, and dates (reimbursable expenses only) for each portion of the split expense. After you split an expense, the system creates each portion as an individual expense to replace the original expense. When you view the details of each newly split expense, you can quickly view other split portions by selecting its itemizations:
As an admin, you can split an expense only before final approval. You cannot split final-approved expenses. To verify whether an expense is awaiting final approval, view the "Progress" path in the expense details.