How to Submit an Expense Claim

Expense Claims and Reimbursement

BetterHealth reimburses eligible business expenses through UKG. Follow these steps to submit your expense claim.

Eligible Expenses

• Business travel (flights, hotels, car rentals)
• Meals during business travel
• Client entertainment (with approval)
• Professional development and training
• Office supplies (when pre-approved)
• Mileage for business use of personal vehicle
• Internet/phone (if required for remote work)

How to Submit a Claim

1. Log into UKG: Access your account at betterhealth.UKG.com
2. Navigate to Expenses: Click on 'Pay' icon, then 'Expenses'
3. Create Expense Report: Click '+ Create Expense Report'
4. Enter Report Details:
   • Report name (e.g., "Sales Conference - March 2024")
   • Business purpose
   • Date range
5. Add Expense Items: Click '+ Add Expense' for each item
   • Select expense type
   • Enter date and amount
   • Add merchant/vendor name
   • Attach receipt image (required for expenses over $25)
   • Add description/notes
6. Review Totals: Verify all expenses are accurate
7. Submit for Approval: Click 'Submit' to send to your manager

Receipt Requirements

• Required for: All expenses $25 and above
• Format: Clear photo or PDF of original receipt
• Details Must Show: Date, merchant name, items purchased, amount
• Credit card statements are NOT acceptable receipts

Approval Process

1. Manager reviews and approves (1-2 business days)
2. Finance validates expenses (1-2 business days)
3. Reimbursement processed with next payroll cycle

Reimbursement Timeline

• Submission Deadline: Within 60 days of expense date
• Approval Time: 2-5 business days
• Payment: Included in next bi-weekly paycheck via direct deposit
• Late Submissions: Expenses older than 60 days require VP approval

Mileage Reimbursement

• Rate: $0.67 per mile (current IRS rate)
• Requirements: Submit mileage log with start/end addresses and business purpose
• Calculation: Automatically calculated in UKG when you enter miles

Corporate Credit Card

Eligible employees may apply for a BetterHealth Amex card:

• Eliminates need for personal reimbursement
• Expenses still require receipt submission and approval in UKG
• Apply through Finance department

Common Rejection Reasons

• Missing or illegible receipts
• Personal (non-business) expenses
• Expenses not within policy limits
• Duplicate submission
• Expired claims (over 60 days old)

Contact Information

• Expense Policy Questions: [e-mail]
• Technical Issues: IT support at [e-mail]
• Approval Status: Check UKG or contact your manager