globalCONNECT ONLINE
EXPENSE REPORT USER GUIDE
This Online Expense Report User Guide has been designed to provide step by step instructions for using
the online expense system.
Note: It is necessary for you to setup your banking information prior to submitting your expenses online for
reimbursement as a direct deposit or wire into your bank account.
See pages 5-8 for bank account setup instructions.
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Table of Contents
Best Practices.................................................................................................................................................. 3
Selecting an Assignment (if applicable) ...................................................................................................... 4
Entering Banking Information........................................................................................................................ 5
Bank Account Details ................................................................................................................................. 5
Intermediary Bank Information.................................................................................................................. 5
Bank Information ......................................................................................................................................... 6
Further Credit Information ......................................................................................................................... 7
My Contact Information .............................................................................................................................. 7
Country Specific Wire Data ....................................................................................................................... 7
Entering a New Expense ............................................................................................................................... 8
Editing a Draft Expense ............................................................................................................................... 14
Payment Information .................................................................................................................................... 14
Employee Expense Detail Report .............................................................................................................. 14
Country Information ...................................................................................................................................... 16
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Best Practices
Always submit expenses within 30 days so the information can be recalled easily.
Submit expenses in weekly increments at a minimum. There is no reason to submit an expense
report per day.
Itemized receipts are to be provided for all expense reimbursements. Receipts must include the
company identification, location, date, and amount of purchase.
All receipts must include proof of payment. If you are providing a check as proof, please include a
copy of the front, and processed back of the check and/or supporting bank statement.
Include dates for all mileage reimbursements.
For Lease Cancellation and/or Rent Reimbursement a fully executed and signed lease is required, in
addition to proof of payment. For lease cancellation make sure to also include any cancellation
documents from the leasing office.
Make sure all receipts are legible. You can write a short description on the receipt for clarification.
Example – House Hunting Trip – Lunch.
Provide an English translation for receipts not printed in English.
Scan all receipts into one attachment in the proper order to make uploading and processing easier.
Mark non-reimbursable items clearly on the receipts with an X and don’t include in the total.
Submit each phase separately. Example – Submit House Hunting Trip as one and the Final Move as
another.
Select the correct currency to avoid confusion. Please do not do your own conversion if you have a
receipt in one currency but want it to be paid in another. If you have a bank statement that shows the
conversion your bank did on the purchase, please include that with your request.
Select ACH or Wire. For Wires, the expense MUST meet a $40 USD minimum.
If there is no category for a specific expense, ask your Consultant as the system may need an
update.
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Selecting an Assignment (if applicable)
If you have previously moved with Graebel Relocation, you will need to select the current
assignment prior to entering expenses.
Choose your current assignment from the drop down menu and click OK.
OR
Click on (1) your name in the left menu or click (2) the pencil icon next to the current assignment.
It is very important to choose the appropriate assignment when submitting expenses.
Online Expense Report Guide
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Entering Banking Information
1. To enter your banking information, click Banking Information from the menu on the left side of the
screen.
2. Click the + icon to add a new account
Existing banking information may be edited by clicking on the
pencil icon, enter corrections and Save.
3. Please enter all * required fields and any other relevant information
as shown in next steps below.
Verify banking details with your bank to ensure all information is accurate and to avoid delays in receiving
funds. You may have more than one bank account saved.
Bank Account Details
Check Primary if you are adding more than one bank account.
Enter Account Location - this is the location of the account you are entering – Home (origin), Host
(destination) or other.
Enter Account Type - choose ACH, US Domestic Wire or International Wire from drop down menu.
Enter Account Currency – this is the currency required by the bank.
Enter Name of Account - this is for you to identify how to utilize this account. i.e., reimbursements
only or equity payments.
Intermediary Bank Information
May be required for some international wires; check with your receiving bank.
Click to expand section for information entry.
Online Expense Report Guide
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Bank Information
Enter Account Number. Note: not cash or reloadable card
Enter Names on Account - The names of the account holders as they appear on the account in
English. Please do not include any special characters.
Enter Bank Name.
You may be required to enter one or more of the below:
1. ABA Routing # - Only for US Wire and ACH payments. Consists of 9 numbers.
*Must enter for all U.S. deposits even though it is not a required field.*
2. SWIFT/BIC Code – Only for Non-US Bank wire transfers. Consists of 8 or 11 identifying
characters. If it is 8 numbers, please add XXX to the end.
3. IBAN (International Bank Account Number) – Required mainly for European and Middle
Eastern Banks.
Wire and ACH routing numbers differ so contact your bank to ensure you are providing the correct information
based on the type of payment you are seeking.
Graebel is not responsible for inaccurate or incomplete banking information.
Enter Bank Address Line 1 – Street Address of bank.
Enter Country, State/Province and City of bank.
Enter Contact Name and Contact Phone, as some countries require this information.
Check with your bank.
Verify with your bank if Beneficiary Bank and Further Credit Information are required to avoid delays in
funding.
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
My Address on Bank Account
Enter Line 1 - your personal address tied to
the account.
Select Country, State/Province and City -
your personal address tied to the account.
Enter the Postal Code for your personal
address tied to the bank account.
If not properly entered, the receiving bank
may reject payments
Further Credit Information
Some bank accounts (not common) require further credit information. If the receiving bank has
provided further credit instructions, please enter the Account Number and Names on Account.
My Contact Information
Name as it appears on bank account is typically the same information you entered previously in
Names on Account. Please enter this in English.
Phone number of account holder should be your contact phone number, including country code.
Note: Please do not use any special characters, e.g. +
Country of Account Holder is the country where the beneficiary/you are residing.
Country Specific Wire Data
Please review the instructions for completing your bank account data, located under the Help link
in the upper right hand corner of the page.
Online Expense Report Guide
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Enter all fields required by your bank. Delay payment may occur if data is incorrectly completed or
if data is missing.
Click Save upon entering all required information.
Frequently Asked Questions (FAQs) located at the bottom of each page of the Bank Requirements by
Country.
Entering a New Expense
1. To begin entering a new expense, click My Expenses from the menu on the left.
2. Then click My Expense Reports.
Online Expense Report Guide
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Check out the Video Help – Online Expense
located under My Expenses for a video version
of this guide.
3. Click Create New Expense Report to enter the expenses.
4. For Description, enter the description of the type of reimbursement.
• Example: Final Move; House Hunting Trip
5. Enter the Date Covered (From) and Date Covered (To) dates for the period the expenses are
covering. **The date covered should not exceed 30 days. **
Be sure not to combine benefits into one expense report. Example: submit one expense report for the Final Move
expenses and another for the House Hunting Trip expenses. This allows for faster processing.
6. Select or enter the Requested Payment Currency. This is the currency you wish to be paid in and
must match your bank account currency.
7. Select or enter the Default Submission Currency. This should be the currency most of your
receipts are in. This does NOT need to be the same as the Requested Currency above.
8. Click Next.
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
9. The expense options available at this point are specific to your policy type and benefits.
a. Enter the expense line items per your receipts.
b. Add and enter meals together, unless in a different currency.
If the receipts are in a currency different than the Default Submission Currency, Save before adding expense
items
10. Enter the dates for which the line item is valid. For example, if the meal receipts are for the entire
trip, enter the date range of those receipts.
11. If there are any comments you would like to add to help clarify any of the line items entered, click
Add Comments next to that item.
12. Click Next to continue.
If you want to complete the expense report later, click Save then Close to put the expense report into Draft
status.
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
13. Under the Payment tab, select the Payment Method for the type of reimbursement you would like
to receive and select the bank account will receive the funds. The options available are:
• ACH (Electronic Funds Transfer) – US only
• Wire
If your bank account is not found in the drop down, you will need to go to the Banking Information section
and enter bank information before proceeding.
14. Click Next
The expense cannot be processed if the Payment Method is not selected.
15. Under the Submittal tab, upload all relevant supporting documents by clicking the + icon.
Any missing receipts or backup documentation will delay the processing of the expense report.
Online Expense Report Guide
06/14/2021
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
a. Select the Type as Receipts.
b. Enter the Name.
Example – Meal Receipts 4/3/16
c. Click Select File to choose the file to upload. You can upload five (5) items at a time.
d. Click Upload. Repeat until you have uploaded all the desired items.
Make sure all documents that relate to the expense report are included such as all itemized receipts with
corresponding dates, travel documentation, lease copies, proof of payment, etc.
16. Click Submit Expense Report once all items are complete. Once you click submit, you cannot
edit or add anything additional. If you need to do further edits, click Back prior to submitting and
edit or Save into Draft to complete later.
Please ensure all tabs are complete before submitting the Expense Report.
The preferred bank account to receive payment cannot be changed once the expense is
submitted.
17. Click View/Print Expense Report to view or print a copy of the submitted expenses, if needed.
If you forgot to include a receipt(s) and submitted the expense, send the additional receipt(s) to your
Consultant. Do NOT try to attach to the expense report already submitted as it would replace any previously
uploaded documents.
18. Click Close.
Please note that the Requested Payment Amount is only an estimate if the Requested Payment
Currency is different than submission currency. The actual amount would be based on the currency
exchange rate for the day when the payment is made by the bank.
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Once an expense is submitted, you will receive an email notification confirming it has been
received and your Consultant will receive a notification alerting them it has been
submitted.
You can check the status of your expenses on your dashboard when you login to globalCONNECT:
Expense Status Definitions
Draft Expense has not been submitted and can still be edited.
In Process Expense has been received but has not yet been approved.
Expense has been received and is on hold pending further information
Hold
(e.g. missing receipts, missing banking information, etc.)
Approved Approved for payment but payment has not yet been issued.
Paid Expense has been paid out by Graebel.
Denied Expense was not approved per policy – your consultant will provide details.
Cancelled Expense was deemed to be invalid – your Consultant will provide details.
Online Expense Report Guide
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Editing a Draft Expense
1. To edit a saved Draft expense, login to globalCONNECT and click My Expenses.
2. Then click My Expense Reports.
3. Select the expense report number to continue working on any of your Draft expenses.
4. Delete any Draft expenses if you don’t wish to submit them.
When in doubt, ask your Consultant!
Payment Information
The time period for payments to be received and posted to your account varies by payment method
and country. Below are estimated time frames of receipt from the date Graebel approves the
payment, not the date the expense report was submitted.
ACH (Electronic Funds Transfer) US Only – 2 business days from Graebel Approved Date
Wire to US Bank – 1 business day from Graebel Approved Date
Wire to Non US Bank– 3 to 4 business days from Graebel Approved Date
Check with your bank on timeframes for receiving funds as these can vary.
Employee Expense Detail Report
The Employee Expense Detail Report that lists processed expenses, tax gross up,
subtotals and the grand total, is available in the My Relocation screen. The report
may be ran as a pdf, Excel or Web document for all dates or a specific date range.
1. Select My Relocation from the menu on the left side of the screen.
2. Click the report icon in the upper right corner of the My Relocation screen
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
3. Click on the Employee Expense Report link in the popup
4. Enter/Select the desired parameters
a. Date range or leave blank for all processed expenses
b. Document output (pdf, excel or web)
Example report:
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
Country Information
Global Road Warrior – For International Assignments
Select any country, city or specific resource to view for country guides, city guides
and many other resources. Powered by Google Translate.
Graebel Relocation Services Worldwide hopes that you find the employee website to be useful
during your relocation. If at any time, you need assistance accessing or using the website, please
contact your Relocation Consultant and they can provide additional assistance.
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CONFIDENTIALITY NOTICE: This is an internal Graebel Companies Inc. document which contains confidential information that is private and not intended for public disclosure. You are hereby notified that any disclosure, dissemination,
copying, distribution, or the taking of any information, is strictly prohibited.
