AmTrav automatically sends receipts and receipts data to your Emburse expense wallet to save you time and headache.
What is the AmTrav-Emburse receipts integration?
The receipts integration is a process that AmTrav uses to send 1. your receipts (invoices) and 2. the receipt data for any travel purchases made through AmTrav to your Emburse expense wallet, automatically populating the receipt image and the receipt detail for the traveler or expense preparer. This process replaces an earlier email-based process for uploading receipts, and saves users from needing to manually upload and enter travel expenses paid through AmTrav.
What do I need to do to enable the AmTrav + Emburse receipts integration?
Nothing! If you’re a customer of Emburse Chrome River, Certify, Abacus, Nexonia or Tallie, AmTrav will automatically send your travel expenses and receipts to your travelers’ expense wallets.
Wait, what’s Emburse?
Emburse is the umbrella name for a collection of expense companies: Chrome River, Certify, Abacus, Nexonia and Tallie are all under the Embruse umbrella, we refer to them collectively as Emburse (so if you have Certify Expense, when we say “Emburse expense wallet” it means “Certify expense wallet). Emburse also has Emburse Cards, which AmTrav supports and are pretty cool.
Which receipts are sent by AmTrav to Emburse?
Receipts will be sent for sales, voids and refunds on airline tickets, airline extras (like paid seats or prepaid bags), airline fees (like change fees), prepaid hotels on Leisure Rates, and AmTrav fees. Receipts are not sent for hotels and car rentals that are paid at the hotel or car rental counter as AmTrav doesn’t handle that payment and doesn’t have those receipts (these receipts can be collected from the hotel or car rental company and entered into Emburse, as usual).
Emburse receives a feed of transactions for the credit card that we use to pay for travel through AmTrav, how does automatic receipts work with that transaction feed?
Each Emburse brand (Chrome River, Certify, Abacus, Nexonia and Tallie) will automatically recognize transactions from the card feed that match expenses created by the AmTrav+Emburse automatic receipts process, merging the card transaction with the expense so the expense is ready to submit in an expense report.
Some travelers on my team have other colleagues prepare their expenses, how do I have those expenses automatically sent to the expense preparers?
Answer is in this Knowledge Base article explaining how to designate an Expense Owner.
My company pays for travel using a central card in AmTrav, how do I route those expenses to a central Emburse expense account?
Answer is in this Knowledge Base article explaining how to designate an Expense Owner, which is how you have all these receipts for the central card routed to one Emburse expense account.
I just booked for a traveler who doesn't have an AmTrav profile, where does that traveler's receipt go?
This receipt will go to your expense wallet. Receipts for any travelers that aren't registered with a saved email address will go to the booker's expense wallet. (More on this in the next Q/A below.)
How does AmTrav determine which Emburse user account to send receipts to?
AmTrav and Emburse decide which Emburse user account to send receipts to based on the emails on the booking. If a traveler books for themselves the receipt will be sent to that traveler's expense wallet. If a Coordinator or Administrator books on behalf of a traveler, it depends. If the traveler has an AmTrav profile with an email saved in the profile, the expense items will be sent to the traveler's Emburse expense wallet (or their Expense Owner's wallet, if an Expense Owner is designated). If the traveler has an AmTrav profile without an email address saved (or an Expense Owner), or if the traveler doesn't have an AmTrav profile, the expense items are sent to the booker's expense wallet.
How do AmTrav and Emburse handle bookings with multiple travelers?
It depends. If the travelers have AmTrav profiles with their email saved in the profile, each traveler will receive the receipt and a completed expense item in their respective Emburse expense wallet. If a traveler doesn't have an AmTrav profile or an email address saved in their AmTrav profile, the booker will receive the traveler's receipts in the booker's Emburse expense wallet.
As an example, if three travelers are booked together on one booking, two have profiles with emails but the third does not have a profile, the two profiled travelers will receive the expense items in their expense wallet while the third unprofiled traveler's expense item will be sent to the booker's expense wallet.
I see multiple expenses in my Emburse expense wallet for just one booking, why is that?
Say you purchase a roundtrip with the outbound on Southwest Airlines and the return on American Airlines, plus a prepaid Leisure Rate hotel paid through AmTrav and incur an AmTrav booking fee. That's one booking but four payments for that one booking, and you need an expense item for each payment. So each of the four payments will show up as an expense item with the invoice in your expense wallet (one for Southwest, one for American, one for the hotel and one from AmTrav). Note that an invoice can have multiple payments on it so the same invoice can be used as a receipt for different payments and expense items.
What’s the difference between an invoice and a receipt?
Good question -- there is no difference between an invoice and a receipt for your travel expensing purposes. Travelers and expense preparers can use AmTrav invoices as receipts for travel purchases made through AmTrav.
What happens if a booking is changed or canceled?
If a booking is changed with an additional fare or rate amount collected, a new invoice is issued and a new expense item is sent to your Emburse expense wallet for that change. Likewise if your booking is canceled and refunded or voided, an invoice is issued and a new expense item is sent to your Emburse expense wallet showing that refund amount. If your booking is canceled but payment isn’t refunded, AmTrav will hold any credit for your future use (e.g. an unused ticket) but no expense item is created as no expensable payment or refund was made.
A couple examples:
- if you change your ticket from a $300 ticket to a $400 ticket by paying that additional $100 in fare, AmTrav will send an invoice showing that $100 additional charge to your Emburse expense wallet, which can be submitted on your expense report along with the original $300 charge.
- If you cancel your $500 ticket within 24 hours of purchase and for a void and refund, AmTrav will send an invoice for that $500 refund to your Emburse expense wallet.
- If you cancel your $600 ticket for credit -- not a refund -- or exchange your $600 ticket for a $500 credit and receive a credit for the $100 difference, AmTrav will not sent an invoice because no additional expensable payment was made, AmTrav is holding onto that $500 or $100 credit for you and you still want to be reimbursed for the original $600 ticket.)
How soon after booking or changes are are receipts sent by AmTrav to Emburse?
AmTrav sends receipts to Emburse immediately after payment is made and invoices are issued, which is generally within 30 minutes of booking. Once the receipts and receipts data are populated in the Emburse expense wallet, expense users can move the expense item from their expense wallet to an expense report.
Can AmTrav retrieve and upload folios and car rental receipts from hotels and car rental companies on my behalf?
Unfortunately we cannot. We can occasionally help you retrieve and invoice or receipt and forward it to your email, from there you can add it to your Emburse expense wallet.
My travel purchases aren’t showing up in my expense wallet, what do I do?
Please check that your travel purchases were invoice-able (above in "which receipts...") and that the invoicing and payment has been completed (also above in "how soon after"). If you're an Expense Owner not receiving invoices for certain travelers, please check that the Emburse Expense Owner Email is correctly entered in the traveler's profile. If you've checked these, please feel free to contact an AmTrav Travel Advisor or Elliott at AmTrav.
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