Entering Expenses

Employees are reimbursed for any business mileage accrued each month. Anytime you travel to a location for Devon purposes using your personal vehicle, you may claim the mileage which will be reimbursed at the standard IRS Mileage Rate.  Devon does not reimburse for the cost of gas – only mileage used. (If you have rented a car you would not claim the mileage, but you may use your company card to pay for fuel in the rental car which would not need to be reimbursed to you personally.)

Any personal expenditures that will need to be reimbursed will require receipts to be submitted with your Expense Report. You need to make sure you hold onto any receipts. 

We utilize Spend Dynamics to submit personal expenses that need to be reimbursed, including mileage.

Start Here

1. Log into Spend Dynamics.

2. At the top left, select "Out of Pocket Expense" to add a new reimbursable expense.

3. Enter a brief description, such as Mileage, in the Description field. 

4. Select the date that the expense occurred. (If submitting all bank trip mileage for the month in one entry, select the last day you made a trip to the bank.)

5. Leave the currency fields alone and click Save at the bottom.

6. Select the category this expense falls into. (Most often it will be Transportation.)

7. Depending on the type of expense you're claiming, move onto the appropriate section below.

Entering Mileage

1. Click the calculator icon.

2. Enter the starting address for mileage you're claiming. Once you begin typing, the system will pull up a list of suggested addresses for you to choose from.

3. Enter the destination address for the mileage.

4. If this was a round trip, for example to and from the bank, check the box for "Return Journey" so the system calculates it as a round trip.

5. Screenshot this window so you can see the addresses, the map, and the total number of miles at the bottom.

6. Click "Save" to continue to the next step.

Entering Air Travel / Lodging / Meals / Office

1. Enter the appropriate dollar amounts in each section, depending on if you were charged for those items. 

   • If you didn't have a charge for a specific field, just leave those blank.

   • Hover over the question mark icons to the right of each type of expense for more information about what should fall under that field.

2. If you covered meals for multiple people, enter the number of Employees or Non-Employees where requested, and put the names of everyone who was included in the meal charge out to the right.

3. Click Save to continue. (See Coding Expenses section below.)

Coding Expenses

1. You must fill out the following fields for all expenses:

   • Entity - M

   • BU - M

   • GL Code - M

   • Description - M

   • Comments (at the bottom)

2. Click the dropdown next in the Entity section & select Search. (Or if you already have a favorite saved, select the appropriate favorite.)

3. Enter the site number that this expense should be allocated to and press Enter, or click Search again.

4. The site information should populate at the bottom. 

   • If this is a site you'll be allocating expenses to frequently, click the Right arrow to add this site to your favorites. Once you do that, anytime you click the Entity dropdown again on future expenses you will see that site number as an option so you don't have to search for it.

   • If this is a Corporate level expense, such as for conference travel, do not use the Site-Level coding but rather the Corporate Level Coding section of the Chart of Accounts which can be found by clicking here.

   • Click the Up arrow to apply this code to your expense.

5. Follow the steps above for the BU -M section as well. (This will also be the site number or Corp Code that you're allocating the expense to.)

6. Follow the same steps above for the GL Code - M section, however this will need to be the appropriate Spend Dynamics GL code, not the site number.

7. In the Description field, enter a brief explanation of what this charge was for. (Example, Bank Trip or Travel Meal)

8. If you need to split this expense across multiple sites, utilize as many lines as needed to do so, following the steps above.

9. In the Comments section you need to be detailed. 

   • If you're submitting mileage for a roundtrip you can upload it as one expense as long as the Return Journey mileage and dates traveled is included. (For example, "Drove to 9107 on 4/16 for site audit and returned home 4/17")

   • Make sure it is very clear exactly what this expense covers.

   • If you have split this expense across multiple sites or GL Codes, make sure in the comments that you are clear about the amount that should be allocated to each site or GL code.

10. You must attach a receipt for every expense you enter for reimbursement. 

    • Click the paperclip icon to bring up a new window where you can upload your receipt.

    • Click "Upload" and locate the file containing the receipt. If you're claiming multiple trips to the bank, attach the screenshot you took earlier showing the round-trip mileage for one trip to the bank.

    • Once the file has been uploaded and is displaying in the window, you may close the window.

    • You should see a green check mark next to the paperclip icon now, indicating that you have uploaded a receipt.

11. Click Save at the bottom and move to the next step. (See Submitting Expenses.)