Entering expenses

Looking for help with this feature in Polaris PSA or Polaris PPM? Check out Entering expenses in the Polaris help.

Expenses that you incurred for company or business purposes are entered in expense sheets.

To enter expenses:

  1. Go to My Replicon > Expenses.
  2. Click Add Expense.

  1. Enter basic details such as a description and date for your expense sheet, and select the reimbursement currency.
  2. If the expenses are for a project, select the project.
  3. Enter the individual expense details in the expense fields that display.

You can change the columns that display by clicking the Settings button and by choosing the fields you require.

  1. Click Save at the bottom of the page.

You can now submit your expenses for approval. If you find an error on a submitted expense sheet, you can correct it and resubmit it.

About expense fields

Refer to the table below for a description of the fields that display on your expense sheet. In addition to the fields listed below, your administrator may have created custom expense fields that display. 

Your administrator chooses which fields are available on your expense sheet, therefore some fields described below may not be available to you.

Field Name



If your administrator has allowed you to enter expenses against tasks, the Task drop-down list will display on your expense sheet. Use the Task drop-down list to select a project task and then enter expenses against that task. If you don’t select a project for entering expenses, the Task drop-down list will be empty.

Date Incurred

The date on which the individual expense was incurred.


A brief description of the individual expense.


Select the type of individual expense from the drop-down list.

Bill Client

If the expenses were incurred for an external client, select the Bill Client checkbox.


If you are requesting reimbursement of the expense amounts, select this checkbox.


For an expense type like Mileage, enter the kilometers or miles in the Quantity field displayed. The system automatically applies the rates specified for that expense type to calculate the total amount.

If this column is not enabled by you or your administrator, then when you select Mileage, the Expense Details dialog box appears automatically with the Quantity field.


For an expense type like Mileage, this column displays the rate specified by your administrator. If desired, administrators can allow you to override the rate specified for that expense type.

Payment Method

The payment method for the individual expense amount.


This is the total expense amount for an expense type. If your administrator has set up tax rates for certain expense types, these tax rates automatically apply to the value entered in this field.

If you enter a value for a taxable expense type in the Net Amount field, the system automatically applies the tax rates to that amount and displays the total in the Amount field. You may be allowed to edit the tax rate displayed based on your requirements.

Exchange Rate

For an expense amount, you don’t need to enter the exchange rate if you select a currency different than the Reimbursement Currency. The system applies the default exchange rate for the currencies. You might be able to override the predefined exchange rate.

Reimbursement Amount

If you have chosen a currency different than the reimbursement currency, the total expense amount is automatically displayed in the reimbursement currency selected.

Expense Receipts

Click the Upload link to attach images of expense receipts.

Related links

Expense sheet tour
How do I correct my expenses after I've submitted them?
Attaching a receipt to your expense entry
Do I need to include tax when I enter my expenses? How are taxes calculated?
Entering expenses