> For the complete documentation index, see [llms.txt](https://docs.scholars.net/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.scholars.net/how-to/submit-an-expense.md).

# Submit an expense

Request reimbursement for an expense incurred on a job.

If your job allows expenses, you can request reimbursement from *My Expenses*. Each expense needs a receipt and approval before it can be paid.

## Before you submit

You can select an active contract or one that ended within the last seven days. The job must currently allow expense submissions. The expense date must fall within the contract dates, even when you submit after the contract ends.

If your contract is missing from the list, check these conditions with your manager.

## Submit your expense

{% stepper %}
{% step %}

### Open My Expenses

Choose *My Expenses* from the left sidebar and click *Add expense*.
{% endstep %}

{% step %}

### Enter the expense details

Select the contract, choose the *Expense date*, and add a *Description*. Enter the *Amount* in USD within the maximum shown for the contract.
{% endstep %}

{% step %}

### Attach your receipt

Upload a clear, readable receipt as an image or PDF. Check the file and details, then click *Submit expense*.
{% endstep %}
{% endstepper %}

## Track the review

Your expense appears in *My Expenses* as *Under review*. Use the search and filters to find it, or click *Submission date* to sort by when you submitted expenses. Click *View* in the receipt column to check the uploaded file.

| Status         | What to expect                                                                                                                                              |
| -------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- |
| *Under review* | Your expense is awaiting a decision. You can use its action menu to edit or delete it.                                                                      |
| *Approved*     | A reimbursement invoice has been created. Finance still needs to approve the invoice before payment. Approved expenses cannot be edited.                    |
| *Rejected*     | Read the reason shown with the status, edit the expense, and save your correction. Then choose *Resubmit* from its action menu to send it for review again. |

After approval, follow the reimbursement invoice in *Payments*. See [Get paid](/how-to/get-paid.md#understand-payment-statuses) for invoice statuses, including payments waiting for the minimum amount.

If the job stops accepting new expenses after you submit, your existing expense can still be reviewed. Edits and resubmissions must remain within the contract's submission window and the job's current maximum amount.

## Expense updates by email

Scholars emails you when you submit or resubmit an expense, and when the team approves or rejects it. The email includes the job, expense details, amount, date, status, and a link to *My Expenses*. A rejection email also includes the reason so you can correct the expense.

These updates follow your [email communication preferences](/how-to/complete-your-profile.md#set-up-your-communication-preferences).


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