Expensify explained

How to use our expenses management tool for instructors, Expensify.

If you're an APLS instructor and you have expenses to claim from courses, you'll need to use Expensify - our tool for submitting receipts.

Here's a few tips on how to get started and how to submit your expenses.

Getting started with Expensify

Brand new user? Start here.

Head to My APLS and submit this form under the 'Expensify' section. We will then set up your Expensify account.
Wait until you hear back from us before doing anything else.
Once you're Expensify account is ready (24-48 hours during business hours), you will receive a confirmation email from Expensify Concierge.
IMPORTANT: Have we got your BSB and account number?
Let our finance team know via finance@apls.org.au
If not, we can't make a payment to you.
You don't need to add your payment details to the Expensify app.
Received your confirmation email? Click the confirmation link, then you're good to go.

Logging in and first steps with Expensify

Account set up and about to log in for the first time? Start here.

You can use Expensify via their mobile app or website - we recommend the app, but both work well.
For the app, search in the app store of your choice for Expensify. You can find the iPhone version here, Android version here.
For the website, head to www.expensify.com
Log in using your email address, and select the 'Magic Code' - this is a single use password that will be emailed to you.
To log in again later, simply open the app or head to www.expensify.com

IMPORTANT: When you're logged in, scroll down to 'Settings', and 'Policies'. Check that the 'APLS profile' is active on your account. It looks like this:

Expensify---policies-with-arrows

If 'APLS' is not listed here, we won't receive your expenses claim. If it's not here, contact us on finance@apls.org.au to check.
You might also use Expensify when claiming expenses for other companies, in which case check that the 'APLS policy' is active when submitting expenses to us.

Website version - user guides

How to submit a claim using the website version of Expensify.

Head to www.expensify.com and log in using Magic Code.
In the menu on the left, click 'Expenses.' Then, click the green button in the top right corner called 'New Expense', and choose 'Manually Create'. These buttons look like this:

Expensify---manually-create-with-arrows

Fill out the form.
You can click the green circle with the + symbol to upload your tax invoice.
Here's what should go in the form fields. You can see a completed form at the bottom of this section.

Expensify---fields-explained

IMPORTANT: Once you've saved the form, you're not quite done yet!
You still need to submit your expense.
In the menu on the left, click 'Reports'.
Click the claim you wish to submit, click the green 'Submit' button in the top left, and click 'Send'.

Expensify---submit-1

The 'Reports' screen will list all of your expense claims. Notice that each one will either say 'Open', 'Processing' or 'Reimbursed'. If you're waiting for a claim and it still says 'Open', check that you've submitted it correctly.
Does your expense claim look like this? Have you submitted and sent? Did you check the 'Policies' as in step 2 to make sure you're submitting to APLS? Then you're doing great.

Expensify---model-receipt

How to claim mileage using the website version

Head to www.expensify.com and log in using Magic Code.
In the menu on the left, click 'Expenses.' Then, click the green button in the top right corner called 'New Expense', and choose 'Manually Create'. These buttons look like this:

Expensify---manually-create-with-arrows

Nagivate to the second tab, marked 'Distance'.
Fill out the form.
You can quickly auto-calculate your mileage by clicking 'Create Receipt From Map' and entering your 'From' and 'To' suburbs into the map screen.

Create-receipt-from-map

Make sure the 'Rate' field is set to 'KMS', and don't forget to change the date to the date of the journey / course.
In the 'Description' field, enter the course name, location and date.

IMPORTANT: Once you've saved the form, you're not quite done yet!
You still need to submit your expense.
In the menu on the left, click 'Reports'.
Click the claim you wish to submit, click the green 'Submit' button in the top left, and click 'Send'.

Expensify---submit-1

Expensify---submit-2

The 'Reports' screen will list all of your expense claims. Notice that each one will either say 'Open', 'Processing' or 'Reimbursed'. If you're waiting for a claim and it still says 'Open', check that you've submitted it correctly.
Does your expense claim look like this? Have you submitted and sent? Did you check the 'Policies' as in step 2 to make sure you're submitting to APLS? Then you're doing great.

Mileage tax invoice

App version - user guides

How to submit expenses using the app version of Expensify.

Open the app on your device and log in using Magic Code.
In the menu on the left, click 'Expenses.' Then, click the blue + icon in in the top right corner which will bring up the 'Create Expense' menu, and under the 'Expenses' heading, choose 'Manually Create'. These buttons look like this:

Expensify-iPhone-screenshots-1

Fill out the form.
You can click the green circle with the + symbol to upload your tax invoice.
Here's what should go in the form fields. You can see a completed form at the bottom of this section.

Expensify---fields-explained

IMPORTANT: Once you've saved the form, you're not quite done yet!
You still need to submit your expense.
In the menu on the left, click 'Reports'.
Click the claim you wish to submit, click the green 'Submit' button in the top right, and click 'Submit'.

Expensify-iPhone-screenshots-2

The 'Reports' screen will list all of your expense claims. Notice that each one will either say 'Open', 'Processing' or 'Reimbursed'. If you're waiting for a claim and it still says 'Open', check that you've submitted it correctly.
Does your expense claim look like this? Did you attach your tax invoice? Have you submitted and sent? Did you check the 'Policies' as in step 2 to make sure you're submitting to APLS? Then you're doing great.

How to claim mileage using the app

Open the app on your device and log in using Magic Code.
In the menu on the left, click 'Expenses.' Then, click the blue + icon in the top right corner which will open 'Create Expense'. Under the 'Distance' heading, choose 'Manually Create'. These buttons look like this:

Expensify-iPhone-screenshots-3

Fill out the form.
Under 'Distance Rate', change to 'KMS'
You can click the green + symbol to upload your tax invoice, if you have one.
Here's what should go in the form fields. You can see a completed form at the bottom of this section.

Expensify---fields-explained

IMPORTANT: Once you've saved the form, you're not quite done yet!
You still need to submit your expense.
In the menu on the left, click 'Reports'.
Click the claim you wish to submit, click the green 'Submit' button in the top right, and click 'Submit'.

Expensify-iPhone-screenshots-2

Some house rules

Please submit your expenses within 7 days from the course date.
We'll send you a reminder the day after the course finishes. You will be reimbursed usually within 3-7 days and our finance department will send you a remittance advice when your claim has been paid.
Check the APLS Travel and Expenses policy periodically to see what you can and can't expense.
A tax invoice must be submitted with every claim. We can't accept credit card statements or EFT receipts.
Meals and beverages must be claimed on the same tax invoice - we can't reimburse beverage-only purchases.
Need a ride? APLS uses Uber for Business - we add this to your Uber account and you can charge your Uber rides directly to the APLS account. Need help setting this up? Contact faculty@apls.org.au
Submitting expenses for multiple courses? Please submit one claim per course.
If you haven't heard from us within 21 days of submitting a claim, something has gone wrong, so please contact finance@apls.org.au.
Any queries or need any further help with Expensify? Contact finance@apls.org.au