1. Start a new report 

• Web On your dashboard, click the + CREATE button in the Expenses pane.
• Mobile App Tap the + or Create button and select Expense Report. 

2. Complete the report header

The Expense Header applies basic information to the entire report. You must provide:

• Report name: Assign a clear, identifiable name (e.g., "Conference Trip - Chicago").
• Report type: Select the appropriate category, such as Travel or Non-Travel.
• Business purpose: Briefly explain the reason for the expenses.
• Dates: Enter the start and end dates of your travel, if applicable.
• Pre-approval (Required for VCU Travel): For travel reports, you must import your pre-authorization to link it to the report. 

3. Add your expenses

There are several ways to add items to your report:

• Receipt Gallery The fastest method is to upload receipts to your gallery. Emburse AI will scan them and automatically fill in details like the merchant and amount.
• eWallet If you have a university Pcard, transactions will appear in your eWallet. You can drag and drop these charges directly onto your report.
• Manual Entry Click Create New and select an expense tile (e.g., Airfare, Taxi, Meals) to enter details manually.
• Meal Per Diem Use the Per Diem Wizard to calculate meal allowances based on your travel dates. 

4. Itemize and allocate

Hotel Receipts Most hotel bills must be itemized to separate room rates from other charges like parking or meals.

Allocation Assign each expense to the correct department budget or cost center using the Allocation field. 

5. Review and submit

Check Warnings Look for any red or yellow compliance icons that indicate missing info or policy violations.

✔ Final submission: Once complete, click the green SUBMIT button. You will be asked to certify that all expenses are true and accurate before the report is routed to your approver.