ME Expense User Guide

Overview

The ME Expense module enables employees to create, submit, track, and manage expense claims electronically within MESuite. The module provides a streamlined workflow that allows expense claims to be reviewed, approved, and processed efficiently while maintaining a complete audit trail.

Users can submit multiple expense items within a single claim, attach supporting documentation, monitor the progress of submitted claims, and respond to approval feedback where required. Approvers can review claims, approve or decline submissions, and assign stand-in authorizers when they are unavailable. These capabilities are reflected throughout the existing workflow described in the current manual.

Purpose of this Guide

This guide explains how to use the ME Expense module to perform everyday expense management tasks within MEsuite.

It provides step-by-step instructions for:

• Creating expense claims
• Uploading supporting documents
• Saving and submitting claims for approval
• Viewing and updating saved expense claims
• Monitoring the approval status of claims
• Approving or declining expense claims (for authorised users)
• Assigning stand-in authorizers during periods of absence

Prerequisites

Before using the ME Expense module, ensure that:

• You have a valid MESuite user account.
• Your user account has been granted access to the ME Expense module.
• The appropriate approval hierarchy has been configured.
• You have the necessary supporting documentation available before submitting an expense claim.
• You understand your organization’s expense claim policies and approval process.

About the Expense Workflow

The standard expense claim process follows these stages:

1. Create an expense claim.
2. Add one or more expense lines.
3. Attach supporting documentation (where required).
4. Save the claim or submit it for approval.
5. The designated approver reviews the claim.
6. The claim is either approved or declined.
7. If declined, the employee updates the claim and resubmits it.
8. Once approved, the claim is transferred to the financial system for processing

Accessing the ME Expense Module

Purpose

This section explains how to access the ME Expense module after logging in to MESuite. From this module, users can create, manage, submit, and monitor expense claims throughout the approval process.

Before You Begin

Ensure that:

• You have successfully logged into MESuite.
• Your user account has been granted access to the ME Expense module.
• You have the appropriate permissions to create or manage expense claims.

The menu options displayed in MESuite may differ depending on your assigned security role and permissions.

Accessing the Module

1. Log in to MEsuite using your assigned username and password.
2. After signing in, locate the Navigation Menu on the left-hand side of the application window.
3. Expand the ME Expense menu group.
4. Select ME Expense to open the module.

Module Overview

The ME Expense module serves as the central workspace for all expense-related activities.

From this menu, users can:

• Create new expense claims.
• View and manage existing expense claims.
• Monitor the progress and status of submitted claims.
• Review pending approvals (for authorised users).
• Access the expense dashboard.
• Manage stand-in authorizers, where applicable.

All expense-related functions are grouped within this menu, making it easy to navigate between different tasks.

Available Menu Options

Depending on your user role and permissions, the ME Expense menu may include the following options:

Menu Option	Description
Dashboard	Displays an overview of recent expense activity and claim status.
New Expense	Creates a new expense claim.
Manage Expense	View, edit, and monitor existing expense claims.
Authorize	Review and approve or decline submitted expense claims (Approvers only).
Stand-in Authorizer	Assign an alternate approver for selected expense claims.

Some menu options are only available to users with approval or administrative permissions.

Expected Result

After selecting ME Expense, the module opens successfully and displays the available expense management options based on your assigned role.

 Best Practice

Before creating a new expense claim:

• Ensure you have all required receipts and supporting documents available.
• Verify the expense information is accurate.
• Confirm the expense relates to the correct project or cost center (where applicable).
• Submit expense claims promptly to avoid delays in the approval process.

Creating an Expense Claim

Purpose

Use this procedure to create and submit a new expense claim within the ME Expense module. Expense claims can contain one or multiple expense lines and may include supporting documentation before being submitted for approval.

 

Before You Begin

Before creating an expense claim, ensure that:

• You have all relevant receipts or supporting documents available.
• The expense was incurred in accordance with your organization’s expense policy.
• You know the correct expense type, project, or cost allocation (where applicable).
• Any foreign currency expenses include the appropriate exchange rate information.

having all required information available before you begin will reduce the likelihood of errors or delays during the approval process.

Creating a New Expense Claim

1. From the ME Expense menu, select New Expense.
2. The Create Expense Claim page opens.
3. Complete all mandatory information on the Details tab.

Completing the Details Tab

The Details tab contains the primary information required to create an expense claim.

Fields marked with an asterisk (*) are mandatory.

If a required field is left blank, MESuite highlights the field to indicate that additional information is required before the claim can be saved or submitted.

Mandatory fields must be completed before the expense line can be added to the claim.

Exchange Rate

The Exchange Rate field is populated automatically using the organization’s default exchange rate.

If the expense was incurred in another currency, update the exchange rate to reflect the applicable foreign currency conversion before completing the claim.

Best Practice: Always verify the exchange rate when submitting international expenses to ensure reimbursement calculations are accurate.

Additional Information

Some expense types require additional information before they can be submitted.

When an expense type requiring supplementary information is selected:

• The Additional tab becomes available.
• Any mandatory fields displayed on this tab must be completed.
• If required information is missing, MESuite automatically directs you to the Additional tab when you attempt to add the expense line.

Adding an Expense Line

Once all required information has been entered:

1. Select Add Line.
2. The expense line is added to the claim.
3. Repeat this process for each additional expense that forms part of the same submission.

Multiple expense lines can be included within a single expense claim, allowing related expenses to be submitted together for approval.

Resetting the Capture Form

If incorrect information has been entered before adding the expense line, select Reset.

The Reset button clears the current capture fields, allowing the information to be entered again.

Reset removes any unsaved information currently entered on the form.

Attaching Supporting Documents

Supporting documents such as receipts, invoices, or proof of payment can be attached to the expense claim.

To attach documentation:

1. Select Attachments.
2. Browse to the required file.
3. Select the document.
4. Upload the attachment.

Supporting documentation should clearly support each expense being claimed.

Best Practice: Attach supporting documents before submitting the claim for approval to avoid delays during the approval process.

Saving an Expense Claim

If the expense claim is not yet ready for submission:

1. Select Save.
2. MESuite stores the claim in Draft status.
3. The claim can be reopened later for further editing or to add additional attachments.

Saved expense claims remain available from the Manage Expense page until they are submitted for approval.

Submitting an Expense Claim

When all expense lines and supporting documents have been added:

1. Review the information entered.
2. Verify that all required fields have been completed.
3. Select Send for Approval.

MESuite routes the expense claim to the appropriate approver according to the configured approval workflow.

Expected Result

After submitting the claim:

• The expense claim is successfully created.
• Supporting documents are linked to the claim.
• The claim enters the approval workflow.
• The designated approver is notified that a new expense claim requires review.

If the claim is saved instead of submitted, it remains available for editing from the Manage Expense page.

Troubleshooting

Issue	Possible Cause	Resolution
Mandatory fields are highlighted.	Required information is missing.	Complete all highlighted fields before proceeding.
The Additional tab opens automatically.	The selected expense type requires additional information.	Complete all mandatory fields on the Additional tab
The claim cannot be submitted.	Mandatory information or supporting documentation is incomplete.	Review the claim and ensure all required information has been provided
Exchange rate is incorrect.	The expense is recorded in a foreign currency.	Update the exchange rate before submitting the claim.

Managing Expense Claims

Purpose

The Manage Expense page provides a central location where users can view, monitor, update, and manage their expense claims after they have been created.

From this page, users can:

• View submitted and saved expense claims.
• Monitor the status of each claim.
• Edit draft or declined expense claims.
• View attached supporting documents.
• Access claim information from the Expense Dashboard.

Opening the Manage Expense Page

1. Log in to MESuite.
2. Expand the ME Expense menu.
3. Select Manage Expense.

The Manage Expense page displays a list of your expense claims together with relevant information, allowing you to quickly identify the status and progress of each submission.

Understanding the Manage Expense Page

Each expense claim displayed in the list includes key information that helps you track its progress.

Typical information includes:

• Expense claim number
• Submission date
• Expense type
• Claim amount
• Current status
• Supporting attachments
• Available actions

Depending on the status of the claim, different actions may be available.

Viewing Supporting Documents

Supporting documents uploaded during the creation of an expense claim remain linked to that claim.

To view an attachment:

1. Locate the required expense claim.
2. Select the Attachments option for the claim.
3. Open the required document.

This allows users to confirm that the correct receipts or supporting documentation have been uploaded.

verify that all uploaded documents are clear and legible before submitting an expense claim for approval.

Editing an Expense Claim

Expense claims can only be edited while they remain in an editable status, such as Draft or Declined.

Claims that have already been approved or are currently being processed through the approval workflow cannot be modified.

Editing a Saved Expense Claim

To edit an existing expense claim:

1. Open the Manage Expense page.
2. Locate the expense claim you wish to update.
3. Select the More Options menu (three dots).
4. Select Edit Expense.

MESuite opens the Modify Expense Claim page where the claim can be updated.

Updating an Expense Line

Within the Modify Expense Claim page:

1. Select the expense line you wish to update.
2. Modify the required information.
3. Select Update Line.

The selected expense line is updated with the new information.

Selecting Update Line only updates the individual expense line. The overall expense claim must still be saved before the changes are retained.

  Saving the Updated Expense Claim

After updating the required information:

1. Review the amended expense claim.
2. Select Save to retain the changes.
3. If the claim is ready for approval, select Send for Approval.

Once the expense line has been updated, the Save button becomes available, allowing the amended claim to be saved or resubmitted.

Monitoring Expense Status

The Manage Expense page enables users to monitor the progress of every expense claim throughout its lifecycle.

Common statuses include:

Status	Description
Draft	The claim has been saved but not yet submitted
Pending Approval	The claim has been submitted and is awaiting approval
Declined	The approver has rejected the claim. Amendments are required before resubmission
Approved	The claim has successfully completed the approval process.
Complete	The approved claim has been transferred to the financial system for processing.

Available statuses may differ depending on your organization's MESuite configuration.

Viewing Claims from the Dashboard

Recent expense activity can also be viewed from the ME Expense Dashboard.

To access the dashboard:

MESuite → ME Expense → Dashboard

The dashboard provides a visual summary of recent expense activity, including expense claims grouped by type and status. Selecting a chart or summary item allows you to navigate directly to the corresponding expense claim.

Expected Result

After completing this procedure, you will be able to:

• View all your expense claims.
• Monitor the status of submitted claims.
• Review supporting documentation.
• Edit draft or declined claims.
• Save amendments or resubmit claims for approval.
• Access expense information directly from the dashboard.

Best Practices

• Review expense claims regularly to monitor their progress.
• Update declined claims promptly to avoid delays in reimbursement.
• Ensure all supporting documents remain attached after making amendments.
• Verify claim details before resubmitting for approval.
• Use the dashboard to quickly identify claims that require your attention.

Troubleshooting

Issue	Possible Cause	Resolution
The Edit Expense option is unavailable.	The claim is no longer editable.	Only Draft or Declined claims can be modified.
Attachments cannot be viewed.	No supporting documents were uploaded, or access is restricted.	Confirm that attachments were uploaded and that you have permission to view them.
Changes are not visible.	The claim was updated but not saved.	Select Save after updating the expense line.
A claim does not appear on the dashboard.	Dashboard filters are applied.	Review the dashboard filters or search for the claim from the Manage Expense page.

Expense Approval Process

Purpose

The Expense Approval Process ensures that all submitted expense claims are reviewed and authorised before being transferred to the financial system for processing.

Once an employee submits an expense claim, MESuite automatically routes it to the appropriate approver based on the organization’s configured approval hierarchy. Approvers can review supporting documentation, approve valid claims, or decline claims that require correction.

How the Approval Workflow Works

The expense approval process follows these stages:

1. Employee creates an expense claim.
2. Supporting documentation is attached.
3. Employee submits the claim for approval.
4. MESuite sends a notification to the assigned approver.
5. The approver reviews the expense claim.
6. The claim is either:

• Approved, or
• Declined
• If declined, the employee updates the claim and resubmits it.
• Once approved, the claim is transferred to the financial system for processing.

Receiving an Approval Notification

When an employee selects Send for Approval, MESuite automatically sends an email notification to the designated approver.

The email informs the approver that an expense claim is awaiting review and includes a hyperlink that opens the relevant expense claim directly within MESuite. 

Email notifications are dependent on the organization's email configuration and workflow settings.

Accessing Pending Approvals

Approvers can review pending expense claims directly from MESuite.

Navigation Path

MESuite → ME Expense → Authorize

The Authorize page displays all expense claims awaiting approval together with previously processed claims, depending on the user's permissions.

Reviewing an Expense Claim

Before approving an expense claim, the approver should verify:

• The expense information is complete.
• The claimed amount is accurate.
• Supporting documentation has been attached.
• The expense complies with company policy.
• The expense type and allocation are correct.

Reviewing claims carefully helps reduce processing delays and improves financial accuracy.

Approving an Expense Claim

To approve an expense claim:

1. Open the Authorize page.
2. Locate the expense claim.
3. Select the More Options menu (three dots).
4. Select Action.
5. Review the claim details.
6. Select Approve.

Once approved, the expense claim is removed from the list of pending approvals and continues to the next stage of processing.

Declining an Expense Claim

If an expense claim cannot be approved:

1. Select Decline.
2. Enter the reason for declining the claim.
3. Confirm the action.

Providing a clear decline reason helps the employee understand what changes are required before resubmitting the claim.

Best Practice: Always provide a meaningful decline reason to minimize unnecessary back-and-forth between employees and approvers.

Employee Notification

When an expense claim is declined:

• MESuite sends an email notification to the employee.
• The notification includes a link to the declined expense claim.
• The employee can open the claim, review the decline reason, make the necessary corrections, and submit the claim again for approval.

Re-submitting a Declined Claim

After making the required amendments:

1. Open the declined expense claim.
2. Update the necessary information.
3. Save the changes.
4. Select Send for Approval.

MESuite sends the updated expense claim back to the designated approver for review.

What Happens After Approval?

Once an expense claim has been approved:

• The claim is removed from the approver's pending worklist.
• The claim status changes to Complete.
• MESuite transfers the approved claim to the financial system for further processing.
• The employee receives an email confirming that the approval process has been completed.

Depending on your organizations financial processes, reimbursement may occur after the claim has been processed in the financial system.

Approval Statuses

Status	Meaning
Pending Approval	The claim is awaiting review by the assigned approver.
Approved	The claim has been approved and will proceed to financial processing.
Declined	The claim requires amendments before it can be resubmitted.
Complete	The approved claim has been transferred to the financial system for processing

Expected Result

After completing the approval process:

• Approved claims proceed to the financial system.
• Declined claims are returned to the employee with feedback.
• Employees can amend and resubmit declined claims.
• Both employees and approvers can monitor the claim's progress throughout the workflow.

Best Practices

• Employees should review all claim information before submission.
• Approvers should verify supporting documents before approving claims.
• Always provide detailed comments when declining a claim.
• Submit corrected claims promptly to prevent reimbursement delays.
• Regularly monitor pending approvals to ensure claims are processed within expected timeframes.

Troubleshooting

Issue	Possible Cause	Resolution
No approval email received	Email notifications may be delayed or disabled.	Check the Authorize page directly in MESuite or contact your system administrator.
The claim remains in Pending Approval.	The approver has not yet actioned the claim.	Follow up with the designated approver if necessary
Unable to approve a claim.	Required permissions are missing.	Confirm that you have been assigned the appropriate approver role.
The employee cannot resubmit a declined claim.	Required corrections have not been completed.	Review the decline reason, update the claim, and submit it again.

 

Managing Stand-in Authorizers

Purpose

The Stand-in Authorizer feature allows expense approval responsibilities to be temporarily delegated to another authorised user. This ensures that expense claims continue to move through the approval workflow when the primary approver is unavailable.

Typical scenarios include:

• Annual leave
• Business travel
• Sick leave
• Training
• Any period where the designated approver is unable to review expense claims

Using a stand-in authorizer helps prevent unnecessary delays in processing employee expense claims.

Before You Begin

Before assigning a stand-in authorizer, ensure that:

• You have the necessary permissions to assign a stand-in.
• The replacement user has the appropriate authorisation rights.
• The selected expense claims require approval by another authorised user.

The availability of this feature depends on your organization's MESuite configuration and user permissions.

Navigation Path

MESuite → ME Expense → Manage Stand-ins

Assigning a Stand-in Authorizer

To assign a stand-in authorizer:

1. Open the Manage Stand-ins page.
2. Locate the expense claim or claims that require a temporary approver.
3. Select the checkbox next to each applicable expense claim.
4. Select the More Options menu (three dots).
5. Click Assign Stand-in Authorizer.

Selecting a Replacement Authorizer

After selecting Assign Stand-in Authorizer:

1. A list of available users is displayed.
2. Select the user who will act as the temporary approver.
3. Confirm the selection.

MESuite updates the selected expense claims so that they are routed to the chosen stand-in authorizer for review and approval.

What Happens Next?

Once a stand-in authorizer has been assigned:

• The selected user becomes responsible for approving the chosen expense claims.
• Future actions on those claims are performed by the stand-in authorizer.
• The approval workflow continues without interruption.
• Employees do not need to resubmit or recreate their expense claims.

Expected Result

After completing this procedure:

• The selected expense claims are reassigned successfully.
• The stand-in authorizer can review and process the claims.
• Approval delays caused by approver unavailability are minimized.

Best Practices

• Assign a stand-in authorizer before planned periods of leave whenever possible.
• Select a replacement who is familiar with your organization’s expense approval policies.
• Notify the stand-in authorizer that they have been assigned approval responsibilities.
• Regularly review outstanding approvals to ensure they continue to be processed promptly.
• Remove or update stand-in assignments when the primary approver returns.

Troubleshooting

Issue	Possible Cause	Resolution
The Assign Stand-in Authorizer option is unavailable.	Your user role does not include permission to assign stand-ins.	Contact your MESuite administrator to verify your permissions.
The required user does not appear in the list.	The user is not configured as an authorised approver.	Confirm the user's security role and approval permissions.
Claims are not routed to the stand-in authorizer.	The assignment was not completed successfully.	Verify the assignment and repeat the process if necessary.
The stand-in authorizer cannot approve the claim.	The user lacks the required approval permissions.	Confirm that the user has been granted the appropriate approval role.