Objective 

To upload a reimbursement receipt to HH2 after paying for a company expense with personal funds. 

Background 

When requesting reimbursement from the company, receipts are required to be uploaded to HH2.  It is vital that receipts get uploaded in a timely manner so the employee gets paid back quickly, and so the project team can see where purchases are hitting the budget.

For Gym reimbursements or Koester Kash reimbursements, please code the receipt to Expense Account 768.00.

See Fitness Reimbursement for more information. 

Things to Consider 

• All employees are set up in HH2. If an employee needs help logging in, they can reach out to accounting. 
  • https://koester.hh2.com/#login
  • company ID is koester and username will be your first initial and last name

Prerequisites 

• It may be necessary to receive prior approval for an expense. Do not assume that the company will pay you back. All reimbursement receipts will get reviewed and either approved or denied in HH2. 

Steps

1.       In HH2, select the AP Payments icon in the upper left of the screen

              

2.    Select Document Entry and Receipts.

3.    Once the page has loaded, select Add Receipt in the upper right corner

4.     Drag & drop the PDF here or select the camera icon to browse for the file.

5.    Confirm that Reimbursement is selected for Type

• Method and Vendor are correct as is

6.    Enter the job name or expense under description

7.    Enter the date of the purchase

8.    Enter the amount (after tax and after tip if applicable)

• Gym Reimbursements are $40/month

**Leave Tax Group and Job blank in this section!**

9.  Select SAVE

10.    Click the plus sign next to Distributions 

11.    Enter the applicable job OR the applicable overhead account under ‘expense account’

• This tells HH2 who to send the receipt to for further review and approval. If coding to a job, the receipt will then be sent to the project team to enter the cost code and category before approving and submitting. 
• For Gym reimbursements or Koester Kash reimbursements, please code the receipt to Expense Account 768.00.

12.   Fields below that are not highlighted can be ignored. Please do not enter anything under "Tags" or "Associations"

13.    Once a job OR expense account is entered, hit submit at the top and you are done.

11.    Please reach out to accounting for further assistance.

 

If you need to code a receipt to multiple jobs, you can easily create multiple distributions. Just select the plus sign again and split the amount.