TrailheadGuide Accounts & PaymentsPersonal expenses & reimbursement
GP-03Guide account

Submit a Field Expense

The guide pays field costs with personal money and records each real expense once in its original currency, with the receipt photo. The expense joins the guide's reimbursement, Finance is told, and the guide can still edit or remove it until Finance starts paying.

Track

Personal expenses & reimbursement

Phase

Guide account

Starts with

A reimbursable field cost has already occurred and the guide has the source details or receipt.

Ends with

The expense shows Pending reimbursement and stays editable until Finance starts paying

Use a sample guide account to follow the financial event without exposing private or internal identifiers.

Before you start

Account
A sample guide account in the current season
Evidence
A safe sample movement, receipt, expense, reimbursement, or settlement case

Run the scenario

  1. 1GuideProfile > Account

    Review the summary and open Account movements.

    Expected evidence

    Movement type, amount, currency, date, and note explain the displayed position.

  2. 2GuideGuide account

    Review the source details and submit the personal expense once

    Expected evidence

    The expense shows Pending reimbursement and stays editable until Finance starts paying

  3. 3AccountsGuide account review

    Confirm the resulting status and movement history.

    Expected evidence

    No history was deleted and no unsupported duplicate or offset was added.

Scenario completed

The expense shows Pending reimbursement and stays editable until Finance starts paying

Account matter
Unrecorded or pending review→The expense shows Pending reimbursement and stays editable until Finance starts paying

If it does not match

  • The amount, currency, date, purpose, or source evidence is missing.
  • An open reimbursement, advance, or unfamiliar movement needs Operations review before closure.