Getting reimbursed is easy

Get it approved - Understand 'Cross-Authorization' as per Purchase Please #1 - Getting Approval

Have documents ready - Credit card imprints DO NOT constitute Tax invoices.

No Tax invoice? No reimbursement. No exceptions.

Getting started with Xero Me (first-time users only)

⭐️ SSW expense reimbursement is simple and paperless. Use the Xero Me mobile app to enter your reimbursement details.

1. Getting invited: Ask an accountant to invite you to Xero Me (read Do you know when to send an email, a chat message, call, or organize a meeting?)
2. Install Xero Me on your phone

   Xero Me is different from Xero App.

3. Read Do you use the best mobile app for expenses?

Entering an expense claim on Xero Me

1. Make sure you have approval. If you have written approval in email, forward it to SSWAccounts and Cc your state manager first.

   Note: Some expenses like recurring office supplies under $100 or certification exams are already pre-approved.

2. In the app, tap Expenses | New claim
   Note: If you do not have "Expense" function, read content above.

3. Take a picture of tax invoice and use auto scan - the app will analyse and include details for you, it may take few minutes in your draft.

4. Carefully fill in the Description following examples below (more examples can be find on table #1).

   • Office Supply [Pre-Approved under $100]
   • Exam [Pre-Approved Exam]
   • Monitor [Approved by: Mehmet]
   • Scrum Course [50% Approved by: Penny]

5. Fill in fields that have not been filled automatically by auto scan

   • Select 'Reimbursable' for personal money or 'non-Reimbursable' for company money (skip if this option is not available)
   • Enter supplier name and purchase date
   • Select "Account" as per table #2
   • Select the SSW Office based on your location (Office option is sitting under Optional field)

✅ Figure: Good example - Do not fill "Assign" and "Label" fields.

6. Double check your claim before submitting

   Note: If the claim is 50% reimbursed, the amount $ should be the actual reimbursed amount (represent 50% of the gross invoice amount).

All expense claims must:

• Be made as soon as possible following incurrence and in any event no later than the last day of the week in which the expense occurred. They are not to be older than a week (unless you are on-site)
• Be supported by Tax Invoices
• Alcohol is not included, as it incurs FBT

Here is a table that demonstrates examples of how to indicate expense approvals:.

Table #1: Including approval info in the Descriptions

Common examples and picking the correct 'Account' field

Before asking the accountant which account code is suitable for your expense, review the below.

Table #2: Common example of "Accounts"

If you cannot find a proper account to use, ask our lovely accountants.

Web version - go.xero.com

There is also the Xero web app (down level experience from the mobile app).

PC - If you were emailed a receipt, it can be easier to use the web version. Note: The web version does not have a smart scan option (meaning invoice details will need to be added manually)

Getting Reimbursed - SSW France

Using an SSW Credit Card

Some important people have an SSW Credit Card and that comes with great responsibilities.

When you use the SSW Credit Card, immediately give the invoice to the accountants (on the same day). Either:

• via the app (preferred) or
• via email to SSWAccounts@ (or SSWFranceAccounts@) or
• the old way, give the accountants the paper invoice.

In other words, for expenses which were paid using a SSW Credit Card and don't require reimbursement, you must provide the receipt to SSWAccounts - otherwise the Accountant will be unable to reconcile and will be blocked. You will then experience an email request to provide more details being:

• The Tax Invoice
• The Amount $ spent
• The reason for spend (if not already provided in an approval email)
• Which credit Card was used (AMEX or Visa)
• The email thread with the purchase approval

Task

Completion