If you are an admin or finance manager you may on occasion be asked to enter or update expense claims on behalf of other employees who may be out of pocket for some reason. You can do this in iBE by going to manage > finance > expense admin or a more specific customized role-based menu option for expenses admin.

Once you go to expenses admin you can:

1. Select one or more employees to view, edit or add expense claims for
2. Filter expense claims listed based on the claim date (from/to)
3. View expense claims for just your team (people who report to you) vs. everyone
4. Click on reload arrows in expense admin after modifying a selection or filter.

Anyone who has access to expense admin can view everyone's expense claims and their receipts. Remove this option from someone's job-role based menu if you don't want them to see other people's expenses.

To create a claim for someone else, just a single name in the Employee field and click on the + button as highlighted above. You will be presented with a new claim similar to my expense claims, where you can:

1. Add as many expense items as you wish, including mileage, per diems, foreign currency amounts, receipts and remarks
2. Classify the claim or claim items to a customer/project/task combination or department
3. Enter or edit the claim date and/or claim header description
4. Keep track of receipts attached to the overall claim, tags and total value/amount reimbursed in company currency.

You cannot do the following when entering an expense for others (stuff you can do for your own claim):

• Link expense items to receipts which the other person previously uploaded (because receipts are private to the user)
• Assign existing locations which are private to the other user and not shared
• Imported the other user's bank card transactions