Expense Management
Track, approve, and reimburse staff expenses with automated workflows and policy enforcement. Integrated with accounting and payroll. Trusted by 500+ institutions.
Overview
Faculty conferences, research travel, classroom supplies, professional development - educational institutions generate countless expenses that need tracking, approval, and reimbursement. OpenEduCat's Expense Management module eliminates the paper chase, automating workflows from receipt capture to payment while enforcing institutional policies and providing visibility into spending patterns.
Key Features
Everything you need to manage expense management effectively
Mobile App
iOS and Android apps for receipt capture and submission
OCR Processing
Automatic extraction of vendor, amount, date from receipts
Email Forwarding
Forward receipts from email for automatic processing
Credit Card Import
Import transactions from corporate cards
Mileage Tracking
GPS-based tracking or manual entry with rate tables
Per Diem Rates
Location-based daily allowances for meals and lodging
Category Limits
Maximum amounts by expense type
Advance Approval
Flag expenses requiring pre-trip authorization
Receipt Requirements
Rules for receipt documentation by amount
Custom Rules
Institution-specific policy configurations
Multi-Level Approval
Route based on amount and expense type
Delegation
Automatic routing when approvers are unavailable
Parallel Approval
Support for multiple approvers at same level
Escalation
Time-based escalation for delayed approvals
Mobile Approval
Review and approve from anywhere
Department Coding
Charge to appropriate cost centers
Grant Allocation
Track against specific grants or projects
Split Coding
Divide expenses across multiple accounts
Restricted Funds
Validate expenses against fund restrictions
Capital vs. Expense
Proper classification for accounting
Payroll Integration
Reimbursements included in next paycheck
Direct Deposit
ACH deposit to employee bank accounts
Check Printing
Generate checks for employees without direct deposit
Advance Reconciliation
Clear advances against submitted expenses
Foreign Currency
Handle international expenses with conversion
Spending Dashboards
Real-time view of expenses by department, category, employee
Budget Tracking
Expenses vs. budget by period and account
Policy Compliance
Violation rates and patterns
Processing Metrics
Submission-to-payment cycle times
Export Options
Standard formats for external analysis
Seamless Integrations
Connect Expense Management with your favorite tools and services
Plus REST API, webhooks, and custom integrations for your specific needs
Excited To See It Live and In Action?
See our system power up close and how it can transform your workflow!
Try it free for 15 days. No credit card required.