Submit a sheet
Submitting sends a month’s sheet to your approver. It is also your confirmation that the claims are a true record. Once submitted, you cannot change the sheet unless it is withdrawn or returned.
Before you begin
Section titled “Before you begin”- You are the sheet’s employee (or an Administrator submitting for you), and the sheet is a Draft.
- You have an approver. If you do not, an Administrator must assign one.
- Every earlier sheet in the same company year is Processed. This is required because the distance you have travelled so far this year decides the rate on later journeys. See How mileage is calculated.
- Every warning is explained. See Explain a warning.
Submit
Section titled “Submit”-
Open the sheet and choose Submit.
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In the Submit Sheet box, read the confirmation: “I confirm these claims are a true record of the business costs to be reimbursed.”
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Optionally, choose an Additional approver. Your assigned approvers are already included.
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Choose the submit button to confirm.
The sheet’s status changes from Draft to Submitted, the claims are frozen, and the approvers receive an Approval Required notification. A Revision is recorded, showing your confirmation.
What happens afterwards
Section titled “What happens afterwards”- You can no longer edit the sheet. You can still open it and read it.
- Only one approver needs to approve for the sheet to move on.
- The sheet’s amounts are worked out again at this moment from the locked totals of earlier sheets, then stored.
- If your company set reminder and escalation intervals, timers start now. See Reminders and escalations.
- You can Withdraw a submitted sheet before it is approved, which returns it to Draft. See Handle a returned sheet.
Common issues
Section titled “Common issues”“Explain each active warning before submission.”
Section titled ““Explain each active warning before submission.””A warning has no explanation. Open the Warnings tab and explain it.
“Earlier sheets are still Draft or Submitted: September 2026.”
Section titled ““Earlier sheets are still Draft or Submitted: September 2026.””An earlier month has not been approved yet. The message names the months. Submit it, or ask its approver to approve it, and then submit this month. You do not have to wait for the earlier month to be Processed: once it is Approved (or Expired) this month can go. An earlier month with nothing to claim still has to be submitted and approved.
“A mileage claim has no calculated amount.” or “A subsistence claim has no calculated amount.”
Section titled ““A mileage claim has no calculated amount.” or “A subsistence claim has no calculated amount.””A claim could not be priced, usually a missing engine size or an unticked subsistence statement. Open the claim, fix it, and submit again.
“Choose an eligible approver.”
Section titled ““Choose an eligible approver.””The approver you picked is not eligible, or you have none. Choose again or ask an Administrator.
The sheet is Expired
Section titled “The sheet is Expired”If your company expires overdue drafts, a sheet past its deadline becomes Expired a few minutes later, without anyone submitting it. It shows a red notice, cannot be edited or submitted, will not be processed or paid, and its mileage is not counted in your running totals. You and the Administrators are notified. An Administrator can reopen it with a reason, but only until a later month has been submitted.
If you try to submit a sheet in the short time between its deadline and it expiring, you are told the deadline has passed. The sheet stays a Draft until it expires.