Enter Group Meals

For detailed instructions, refer to the tip sheets Create a New Expense Report and Complete the Expense Report Header.

To submit reimbursement for a group meal with less than 10 attendees:

• Click Add Expense, Create New Expense.
• Go down to 04. Entertainment.
• Click on Group Meals/Entertainment <10 Attendees.

Complete the required fields with a red asterisk (Figure 1):

• For Transaction Date, enter the date you purchased the meal.
• For Report/Trip Purpose, select from the dropdown menu. (default from Report Header).
• For Enter Vendor Name, enter the restaurant name.
• For City of Purchase, enter the restaurant location and select from the dropdown menu.
• For Amount, enter the amount you are submitting for reimbursement. 

• Click on Attendees at the top of the report. (Figure 2)
  • Under Attendee Name, you will see your name listed and everyone who you have added before.
    • Click Add to add more names. (Figure 3)

• Click Attendees (Figure 4)
• Use the Attendee Type and Attendee Name box to search a person’s name to quickly add to the list.

• If the attendee is not on the list, click Create New Attendee at the bottom right-hand of the pop-up and then fill in the missing information.
  • Attendee Type: select from the dropdown menu.
  • Last Name: enter the attendee’s last name.
  • First Name: enter the attendee’s first name.
  • Attendee Title: enter the attendee’s title.
  • Click Create Attendee when complete.
  • Repeat as needed.
• Click Attendee Group to go to your list of favorite names you have added to reports prior.
• In the Attendees section, you will see the total meal Amount divided among all attendees. (Figure 5)
  

• Click Save to submit the number of people for the group meal.
• Click Add Receipt button to attach your meal receipt and supporting documentation or drag and drop it into the box.
• When finished, click Save Expense.
  

To submit reimbursement for a group meal with more than 10 attendees:

• Click Add Expense, Create New Expense
• Go down to 04. Entertainment
• Click on Group Meals/Entertainment 10+ Attendees

Complete the required fields with a red asterisk (Figure 6).

• For Transaction Date, enter the date you purchased the meal.
• For Report/Trip Purpose, select from the dropdown menu. (default from Report Header)
• For Enter Vendor Name, enter the restaurant name.
• For City of Purchase, enter the restaurant location and select from the dropdown menu.
• For Amount, enter the amount you are submitting for reimbursement. 
  

• Click on Attendees at the top of the report (Figure 7)

• Click Add to add more names. (Figure 8)
  

• Click Attendees (Figure 9).

• Click Create New Attendee (Figure 9).
  • Under Group/ Event Name add a group name of the event or dinner (Figure 10).
  • Click Create Attendee.
    

• Click the X once done
• Under Attendee Count, enter the total number of meal attendees (Figure 11) 
  

• Click Save when complete
• Click Add Receipt to attach your meal receipt and supporting documentation or drag and drop it into the box.
  • Please be aware that with group meals of more than 10 people, you will need to include a full list of names of those who attended.
• When finished, click Save Expense.