Submit Corporate Card Transactions

Transactions made with a corporate card connected to your Emburse Spend account appear in the Needs Attention section of your Personal Dashboard and on the Transactions page. Review and submit posted transactions to complete the expense process.

For steps to submit expenses in the mobile app (iOS and Android), see Submit Expenses in the Emburse Spend Mobile App.

Prerequisites

Before you begin:

  • Your corporate card is connected to Emburse Spend.
  • The transaction has posted to Emburse Spend.
  • The transaction displays in the Needs Attention section or on the Transactions screen.
Corporate card transactions typically display in Emburse Spend within 3–5 business days after the transaction is processed by the card issuer. Processing times vary by bank and card program. If you made a purchase using a corporate card, do not manually create an expense while waiting for the transaction to appear. Manually created expenses are processed as reimbursable expenses.

Submit Corporate Card Transactions from Your Dashboard

You can review and submit posted corporate card transactions from your Dashboard. If you want to save a transaction as a draft and submit it later, see View and Edit Pending Corporate Card Transactions.

  1. In the Needs Attention section of your Dashboard, select the transaction you want to submit.

    Corporate card transaction in the Needs Attention section of the Personal Dashboard
  2. Review the suggested Business Purpose and Category values and update them as needed. See FAQ: How are expenses auto-categorized? for details.
  3. To attach a receipt, do one of the following:
    • Select UPLOAD to upload a receipt from your computer.
    • Select BROWSE RECEIPTS to attach a receipt that you previously uploaded or forwarded to Emburse Spend.
To attach multiple receipts to a single expense, see Attach Multiple Receipts to a Single Expense.
  1. Select ADD DETAILS to add attendees, flight information, or check-in and check-out dates.
  2. Select EXPAND to view additional expense details.
  3. Complete any additional fields required by your organization.
  4. If needed, mark the expense as billable or split the expense.

  5. Select SUBMIT.

    Receipt attached to a corporate card transaction on the Personal Dashboard

The Potential Issues to Review window displays if the expense contains a policy warning.

  1. If the Potential Issues to Review window displays, enter a comment if required by your organization's policy.

    Potential Issues to Review window with a required comment field
    • Required comment: Enter a comment before you can submit the expense.
    • Optional comment: Enter a comment or leave the field blank and continue with the submission.
  2. Select SUBMIT.

The transaction is sent for approval.

The transaction displays on the Completed tab of the Transactions page after it is fully approved.

Submit Corporate Card Transactions from the Transactions Page

On the Transactions page, you can review and submit posted corporate card transactions. You can also queue eligible pending transactions for automatic submission after they post.

  1. In the side menu, select Transactions.

    Transactions page with Pending Submission selected
  2. Select the transaction that you want to submit.

The View Details panel displays.
Edit Expense Details panel for a selected corporate card transaction

  1. Review and update the transaction details as needed.
  2. Complete any additional fields required by your organization.
  3. If needed, split or itemize the expense.
  4. To attach a receipt, do one of the following:
    • Select UPLOAD A RECEIPT to upload a receipt from your computer.
    • Select BROWSE GALLERY to attach a receipt that you previously uploaded.
To attach multiple receipts to a single expense, see Attach Multiple Receipts to a Single Expense.
  1. Do one of the following:
    • Select SUBMIT to submit the transaction.
    • Select SAVE DRAFT to save the transaction and submit it later.
      • If you select SAVE DRAFT, the transaction remains available for editing until you submit it. See Draft Expenses for more information.
    • Select QUEUE to queue the transaction for automatic submission after it posts.
      • The QUEUE option is available only when:
        • The transaction is pending.
        • Your card program supports pending transaction visibility.
        • You complete all required fields.
      • If you select QUEUE, the transaction is automatically submitted for approval after the transaction posts. For more information, see Queued Transactions.
  2. If the Potential Issues to Review window displays, enter a comment if required by your organization's policy.
    Potential Issues to Review window with a required comment field
    • Required comment: Enter a comment before you can submit the expense.
    • Optional comment: Enter a comment or leave the field blank and continue with the submission.
  3. Select SUBMIT.

The transaction displays on the SUBMITTED tab while it is pending approval.

The transaction displays on the COMPLETED tab after it is fully approved.

Bulk Edit and Submit Transactions from the Pending Submission Page

On the Pending Submission page, you can bulk-edit or bulk-submit corporate card transactions.

To bulk-submit transactions, the selected transactions must not be in a pending state, and all required fields must be complete.

For step-by-step instructions, see Bulk Edit and Submit Transactions as a User.

Submit Transactions for Other Users as an Admin

Admins can submit corporate card transactions on behalf of other users when a card is assigned to a cardholder. For information about assigning cards, see Assign Corporate Cards to Users.

  1. In the Admin menu, select Transactions.

  2. Select the Pending Submission tab.

    Pending Submission tab showing a user in the Card Holder column
  3. Find the transaction and verify that a user appears in the Card Holder column.
If the Card Holder column is blank, assign a cardholder before continuing. See Assign Corporate Cards to Users for instructions.

  1. Select More Actions next to the transaction.

    More Actions menu for a corporate card transaction
  2. Select Submit.

The transaction is submitted for approval on behalf of the assigned user.

Attach Multiple Receipts to a Single Expense

If your receipt has multiple pages or you need more than one image to capture the entire receipt, you can attach multiple receipts to a single expense. You can attach multiple receipts to both reimbursable expenses and corporate card expenses.

Supported receipt image formats:
  • .PNG (maximum file size: 5 MB)
  • .JPG (maximum file size: 5 MB)
  • .PDF (maximum file size: 10 MB)

On the Website

  1. Submit the expense without the receipt first.

    If your company requires a receipt when you submit an expense, submit the expense with the first receipt attached, then follow the remaining steps below.
  2. Find the expense in the Reimbursements or Transactions list and select it.
  3. Select the Plus button.
  4. Do one of the following:
    • To upload a new receipt, upload the receipt from your computer.

    • To attach a saved receipt, select the receipt from your Receipt Gallery.

      Expense details view showing the option to add another receipt
  5. After the first receipt is added, select the Plus button again to attach another receipt.
  6. Repeat Step 5 as needed.

For steps in the mobile app, see Submit Expenses in the Emburse Spend Mobile App.

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