As purchases are made using a corporate card connected to your SVB T&E account, a feed of transactions will start to appear in the Needs Attention section of your personal Dashboard, as well as on the Transactions page. Once they are posted, you will need to review and submit transactions.
Where does the expense data come from?
- Credit card transactions from a corporate credit card: we'll transcribe and auto-populate the date, merchant, and amount.
- Expense History: based on historical expenses, we'll remember the category and make sure the merchant matches your historical expenses.
- Uploaded and Forwarded Receipts: using receipt transcription, we'll transcribe the date, merchant, and amount. SVB T&E compares your card transactions to your receipts, and if there's a match, SVB T&E will add that receipt to the expense proposal.
Submit a Corporate Card Transaction from Your Personal Dashboard
1. Locate the transaction in the Needs Attention section of your personal Dashboard.
2. SVB T&E will auto-categorize* your expenses. Verify and update the suggested Business Purpose and Category as needed.
*Note: Overtime, SVB T&E will automatically categorize expenses based on the coded merchant before you even submit them. This means you don't have to manually categorize each expense, saving you time and reducing the chance of errors.
3. If a receipt has been uploaded to your receipt library, we'll attempt to match your receipt to the card transaction. If no receipt is attached, click Upload to attach a receipt to the transaction directly from your computer or click Browse Receipts to attach a receipt that you forwarded or uploaded to SVB T&E previously.
Note: If you need to add multiple receipts, follow these instructions.
4. Add additional details. SVB T&E will compare the expense to your company’s policy and let you know if anything needs to be filled in before you can submit it.
- Click Add Details to add Attendees or Check-In and Check-Out Dates.
- Click Expand to see view and edit full expense details, including the options to mark expenses as Billable, complete any User Editable Team and Expense fields, or to Split or Itemize your expense.
5. Once all information has been reviewed, click Submit.
The transaction will be sent for approval and will appear on the Completed tab of the Transactions screen once it is approved.
Note: If you are an Admin trying to submit a corporate card transaction for a user, please be advised that the card needs to be assigned to a user before the transaction can be submitted.
Submit a Corporate Card Transaction from the Transactions Page
On the Transactions page, posted transactions need to be reviewed before they can be submitted.
Step 1: Click into a transaction to view transaction details.
Step 2: A sidebar appears. Users can add receipts, flights, and comments, split an expense, or edit the transaction details.
Step 3: After all Warnings are resolved, the transaction is ready to Submit. Once submitted, the transaction will appear under the Submitted tab pending Manager approval.
When the transaction is fully approved, it is listed under the Completed tab.
Please note that we only allow Admins to skip corporate card transactions such as payments, but some companies prefer that those transactions are submitted as well. Please check with your admin to see if they'd like you to submit negative transactions.
IMPORTANT: If you are managing a corporate card, make sure you expense only what we import from your card. Otherwise any expense you create from scratch will be considered a reimbursable expense. Managers and Administrators, you can verify that expenses have originated from a corporate card when looking at the detail of the expense like below:
Bulk Submit Transactions from the Transactions Page
To bulk-submit, click the checkbox to the left of the transactions you would like to submit and click Submit at the top of the page.
Submit Corporate Card Transactions from the iOS App
Your transactions are automatically populated in the cards tab in the app. Your card transactions can either be submitted from the Unexpensed or Cards tab.
Submitting from the Unexpensed tab:
1. Tap on the three lines on the left hand corner of the home screen and then select "Unexpensed" from the menu:
2. This will show you a list of unexpensed transactions. SVB T&E will automatically match any submitted receipts to the corresponding charge and fill out the fields based on previous expenses. If the expense is violating any of your organizations rules you will see the yellow (optional) or red (requirement) notification symbols.
3. Tap on the transaction and check the fields/ receipt. You can make any changes or add further detail and then submit the expense. If the transaction shows as pending then you will see the option to "Queue Expense". This will automatically submit once it becomes posted.
Submitting from the Cards tab:
1. Tap on the three lines on the left hand corner of the home screen and then select "Cards" from the menu:
2. Tap on the transaction from the list, fill in information on the expense form that appears, then hit send. If you have multiple cards you can swipe on the card image to move between them.
Expensing corporate card transactions from the Android app
On your home screen, click the "+" icon in the lower left-hand corner. You'll see the option to 'Expense Card Transaction.'
This will take you to your card feed, where you'll see all of your transactions listed.
To expense any transactions, just swipe left!
FAQ on managing your Corporate Card with SVB T&E
Q: How often does SVB T&E import transactions, do employees have to wait till the end of the month?
A: We display your card transactions as a pending transaction as soon as the purchase is authorized - this should happen momentarily after spending. It will take 1-2 days for transactions to finalize as posted.
While you are waiting for a transaction to appear in SVB T&E, do not manually create an expense if you made the purchase using a corporate card. Manually created expenses will be processed as reimbursable expenses. You can verify whether or not an expense is a card transaction by checking to see if the card details are included in the expense details.