Overview
This guide explains how to submit an Out-of-Pocket expense using the Out of Pocket activity tile in the Custodia mobile app. This flow is used when an employee pays for a business expense with personal funds that requires reimbursement.
The process is designed to be simple and quick, allowing you to upload receipts, enter details, and send your expense request for approval in just a few steps.
Step 1: Open the Mobile App and Select Out of Pocket
- Log in to the Custodia mobile app.
- On the home screen, press the green [+] icon to locate the Out of Pocket activity tile.
- Tap the tile to begin a new Out-of-Pocket request submission.
Step 2: Add Your Receipt
You will be prompted to upload or capture your receipt. You may choose one of the following options:
Take Photo: Use your camera to photograph the receipt.
Select from Gallery: Select an existing photo from your phone gallery.
Select PDF File: Select an existing PDF file.
Receipt Unavailable: Use this option when your receipt is missing or unavailable
After the file is uploaded, the system may pre-fill certain fields using automatic receipt scanning.
Step 3: Enter Expense Details
Complete the fields required for submission. (This may vary per company)
You can upload additional expense to the same report by pressing the green [+] icon
Step 4: Submission
Tap Submit to send your request for approval.
You will see a confirmation message and your request will be sent to your Direct Manager for approval.
Frequently Asked Questions
Where does my request go after I submit?
Your request will go to your direct manager for approval. Once your request has been approved, your admin will review all of your OOP expenses within the current batch to release the funds for reimbursement.
Can I edit my Out-of-Pocket expense after submitting it?
Yes, you may edit your request while the status is still pending, unless your admin has restricted edits. Once approved, edits are locked.
Do I need to attach a receipt?
Yes, all Out-of-Pocket expenses will require a receipt or a receipt unavailable affadavit document attached.
How long does reimbursement take?
Reimbursement timelines vary by company. Your finance team manages this schedule.