ITILITE empowers you to ensure compliance and gather essential documentation for all expense types, including per diem. While receipts are not a default field for per diem, you can easily configure ITILITE to collect them from your users.
Table of Contents
Prerequisites
To proceed, you need:
- Access to ITILITE as an Expense Admin or a role with equivalent permissions to configure Expense settings.
Step-by-Step Guide
Follow these steps to configure ITILITE to collect receipts for per diem expenses:
- From your ITILITE Dashboard, navigate to the sidebar menu. Under the Expense section, select Organization, then Settings, and finally Per Diem. This will take you to the Per Diem configuration page where you can manage various settings for per diem expenses.
- On the Per Diem settings page, click on the Per Diem Fields tab or section. This area allows you to define and manage the fields that users will see when they file a per diem expense. Scroll down to the Custom fields section and click the Add Custom Field button to begin adding a new field.
- In the "Add Fields" modal that appears, you have the option to select an existing custom field or create a new one. To ensure users can upload receipts, click Create new field. Name this new field "Receipts" and ensure its type is set to Attachment. This specific type enables file uploads. Once configured, click Add Fields to include it in your per diem setup.
- After adding the "Receipts" custom field, you will see it listed under the Custom fields section. To finalize your changes, click the Save fields button. If you wish to make receipt submission mandatory for all per diem claims, click the Edit Field button next to your new "Receipts" field and toggle the Mandatory option to "On." This ensures users cannot submit a per diem expense without attaching a receipt.
Pro-Tips & Guardrails
NOTE: Receipts are not a built-in, fixed attribute for per diem expenses in ITILITE. This means that to collect receipts, you must explicitly configure an Attachment-type custom field, as outlined in the steps above.
PRO-TIP: To ensure compliance, make the "Receipts" custom field mandatory. This will require users to upload at least one receipt before they can save or submit their per diem expense, providing you with the necessary documentation for auditing and approval.
PRO-TIP: While ITILITE supports multiple attachment-type attributes, it's generally best practice to configure only one "Receipts" field for per diem expenses. This helps streamline the user experience and avoids potential display issues that can sometimes arise with multiple attachment fields.
NOTE: Receipts uploaded via this custom field are securely stored and persist throughout the entire expense lifecycle, from submission to approval and payout. They are also included in downstream exports and ERP integrations, ensuring your finance teams have full visibility and access to supporting documents.
Verification & FAQs
Once you've saved your changes, you'll see a success message, and the "Receipts" field will appear in your Per Diem Fields list. To verify, ask a user to create a new per diem expense; they should now see an upload field for receipts. If you made it mandatory, they will be prompted to attach a receipt before proceeding.
A: Per diem expenses are often designed to cover daily costs without requiring detailed receipts. ITILITE provides the flexibility to decide whether receipts are needed for your organization's per diem policy. By making it a configurable custom field, you have full control over this requirement.
Q: Can I make receipt uploads mandatory for per diem?
A: Yes, absolutely! After adding the "Receipts" custom field, you can edit its properties and toggle the "Mandatory" option to "On." This ensures that users must upload at least one receipt to successfully submit their per diem expense claim, helping you enforce your company's compliance policies.
Q: What happens to the receipts after a user submits their per diem expense?
A: Receipts uploaded via the custom field are securely attached to the per diem expense. They remain visible to approvers, finance teams, and admins throughout the entire approval and payout process. These receipts are also included in any expense data exports, ensuring a complete audit trail.
Q: Can I add multiple attachment fields for different types of receipts on per diem?
A: While technically possible to configure multiple attachment-type custom fields, we generally recommend using a single "Receipts" field for per diem. This approach simplifies the user experience and helps avoid potential display inconsistencies that have sometimes been observed with multiple attachment attributes.
Q: How will users know they need to upload receipts for per diem?
A: Once the "Receipts" custom field is configured, users will see a dedicated upload field when creating a per diem expense. If you've marked the field as mandatory, they will receive a clear prompt or error message if they attempt to submit the expense without attaching a receipt, guiding them to provide the necessary documentation.
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