Submitting and Managing Expense Claims

Partners can submit expense claims against approved MDF campaigns after completing marketing activities and gathering appropriate supporting documentation such as receipts, invoices, and proof of execution. The claims process enables partners to request reimbursement for actual marketing expenses incurred during campaign execution, with individual claim tracking, status monitoring, and reimbursement processing through the integrated partner portal and Salesforce administrative workflow.

Requirements

To submit and manage expense claims, users must be assigned a security role with the following permissions:

• Partner user licensing with approved MDF campaigns eligible for claim submission
• MDF Expense Claims: Read, Create, and Edit (Controlled By Parent)
• MDF Request: Read (Controlled By Account) for accessing approved campaigns
• Campaign: Read (Controlled By Account) for campaign reference and details
• Attachment/File objects: Read, Create, and Edit (Controlled By Parent) for supporting documentation
• Claims must be submitted before campaign claim expiration deadline

Understanding Expense Claims Process

Claims Eligibility Requirements

Approved Campaign Prerequisite: Partners can only submit expense claims for campaigns that have received approval status from channel managers, ensuring fund allocation control and program compliance.

Campaign Execution Completion: Claims represent actual expenses incurred during marketing activity execution, requiring completion of planned campaigns before claim submission.

Documentation Requirements: Claims must include appropriate supporting documentation such as receipts, invoices, vendor payments, or execution proof to validate expense legitimacy and enable reimbursement processing.

Claims Submission Timing

Post-Approval Access: Claim submission capabilities become available only after campaign approval, preventing premature claim submission and ensuring proper approval workflow completion.

Claim Deadline Enforcement: Partners must submit claims before campaign-specific expiration deadlines calculated from campaign end dates plus global deadline settings configured in MDF Settings.

Multiple Claims Support: Depending on MDF Settings configuration, partners can submit single or multiple claims per approved campaign for flexible expense management and phased reimbursement processing.

Accessing Claims Submission

Navigation to Claims Interface

From Approved MDF Requests

1. Access the approved MDF request containing campaigns eligible for claim submission
2. Navigate to approved campaigns within the request detail interface
3. Access claim submission options for individual approved campaigns

Campaign-Level Claims Access

• Approved campaigns display claim submission capabilities and deadline information
• Campaign approval status and reimbursement percentage information guide claim planning
• Claim expiration dates provide timeline guidance for timely submission requirements

Claims Eligibility Verification

Approval Status Confirmation

• Verify campaign approval status before attempting claim submission
• Review approved reimbursement percentages for expense planning and claim amount calculations
• Confirm claim deadline dates for timely submission planning and execution

Campaign Completion Validation

• Ensure campaign execution completion according to approved campaign specifications
• Gather required supporting documentation before initiating claim submission process
• Verify actual expenses align with approved campaign scope and reimbursement guidelines

Creating and Submitting Expense Claims

Claim Creation Process

New Claim Initiation

1. From approved campaign interface, access New Claim or Add Claim functionality
2. System presents claim creation form with campaign information pre-populated when single claim per campaign is configured
3. Complete required claim information and attach supporting documentation

Claim Information Configuration

Single Claim Per Campaign (MDF Settings Configuration) When configured for single claim per campaign:

• Campaign Name: Automatically copied from approved campaign
• Campaign Type: Pre-populated from campaign specifications
• Campaign Description: Inherited from original campaign planning documentation
• Claim Amount: Enter actual expense amount requiring reimbursement (subject to approved reimbursement percentage)

Multiple Claims Per Campaign When configured for multiple claims per campaign:

• Claim Name: Enter descriptive name for specific expense claim
• Claim Type: Select or specify claim category for expense classification
• Expense Description: Provide detailed description of specific expenses included in claim
• Claim Amount: Enter expense amount for individual claim submission
• Expense Date: Specify date expenses were incurred during campaign execution

Supporting Documentation Upload

Required Documentation Attachment

1. Upload supporting documentation including receipts, invoices, vendor payments, or execution proof
2. Use descriptive file names for efficient administrative review and processing
3. Ensure documentation clearly demonstrates expense legitimacy and campaign execution

Documentation Requirements

• Receipts and Invoices: Official documentation of payments made for campaign activities
• Vendor Agreements: Contracts or agreements with marketing service providers
• Execution Proof: Evidence of campaign completion including screenshots, photographs, or performance reports
• Payment Verification: Bank statements, credit card statements, or payment confirmations

Claim Amount Guidelines

Reimbursement Percentage Compliance

• Claim amounts should align with approved reimbursement percentages set during campaign approval
• System allows submission of claims exceeding approved amounts but may affect approval likelihood
• Total claims against single campaigns should not exceed approved campaign amounts times reimbursement percentages

Expense Validation

• Claims should reflect actual expenses incurred for approved campaign activities
• Documentation must support claimed expense amounts for validation and approval processing
• Claims should align with original campaign scope and approved marketing activities

Managing Claim Status and Tracking

Claim Status Monitoring

Claim Status Categories

• Submitted: Claim submitted for administrative review and approval processing
• Approved: Claim approved for reimbursement with processing authorization
• Rejected: Claim rejected with administrative rationale and improvement guidance
• Reimbursed: Claim processed and reimbursement completed through specified payment method

Status Tracking Interface

• Monitor individual claim status through partner portal interface with real-time updates
• Track claim processing progress and administrative review timelines for planning and follow-up
• Access claim details and supporting documentation throughout processing lifecycle

Claims List Management

Comprehensive Claims Overview

• View all submitted claims across approved campaigns with status indicators and processing information
• Filter claims by status, campaign, submission date, or amount for efficient management and tracking
• Access individual claim details for review, status monitoring, and communication tracking

Claim History Tracking

• Maintain complete history of claim submissions, approvals, rejections, and reimbursements for record keeping
• Track claim processing timelines and administrative feedback for process optimization and learning
• Monitor total reimbursements received against approved campaign amounts for budget tracking

Claim Modification and Resubmission

Claim Editing Capabilities

Status-Based Editing Control

• Edit claim details and documentation while claims remain in Submitted status before administrative review
• Approved, Rejected, or Reimbursed claims typically prevent editing to maintain audit trail integrity
• Add additional supporting documentation as needed to strengthen claim approval likelihood

Rejected Claim Management

• Review administrative rejection rationale and improvement guidance for rejected claims
• Modify claim details, amounts, or supporting documentation based on rejection feedback
• Resubmit corrected claims following administrative guidance and requirement clarification

Documentation Updates

Additional Documentation Submission

• Upload additional supporting materials to strengthen claim validation and approval processing
• Provide supplementary evidence of campaign execution or expense legitimacy as requested by administrators
• Maintain current and comprehensive documentation throughout claim processing lifecycle

Document Organization

• Organize claim attachments logically by expense type, vendor, or campaign phase for efficient review
• Use clear file naming conventions to support administrative processing and approval workflows
• Ensure document quality and readability for effective claim evaluation and processing

Claim Deadline Management

Expiration Date Compliance

Deadline Calculation Understanding

• Claim deadlines calculated automatically based on campaign end date plus global claim deadline setting (configured in MDF Settings)
• Deadlines apply universally to all campaigns regardless of complexity or execution requirements
• No individual campaign deadline customization available through standard configuration

Timely Submission Planning

• Monitor claim expiration dates throughout campaign execution for proactive claim preparation
• Gather supporting documentation during campaign execution to enable timely claim submission
• Plan claim submission schedules to accommodate documentation gathering and administrative processing requirements

Late Submission Prevention

Deadline Monitoring

• Track approaching claim deadlines through campaign management interface and notification systems
• Prioritize claim preparation for campaigns approaching expiration deadlines
• Coordinate with vendors and service providers for timely documentation and invoice receipt

Submission Strategy

• Submit claims promptly after campaign completion and documentation gathering to avoid deadline issues
• Consider administrative processing timelines when planning claim submission schedules
• Maintain communication with channel managers regarding potential deadline concerns or challenges

Best Practices for Claims Management

Strategic Claims Planning

Documentation Excellence

• Maintain comprehensive expense documentation throughout campaign execution for streamlined claim submission
• Gather supporting materials in real-time during campaign activities rather than retroactively after completion
• Organize documentation systematically for efficient claim preparation and submission processing

Claim Amount Optimization

• Submit claims that accurately reflect actual expenses incurred for approved campaign activities
• Align claim amounts with approved reimbursement percentages and campaign scope for approval success
• Consider phased claim submission for complex campaigns when multiple claims per campaign are permitted

Submission Efficiency

Timely Submission Process

• Submit claims promptly after campaign completion and documentation gathering to maximize processing time
• Monitor claim status regularly and respond quickly to administrative requests for additional information
• Maintain proactive communication with channel managers regarding claim processing and requirements

Quality Preparation

• Review claim details and supporting documentation thoroughly before submission to minimize rejection risk
• Ensure claim descriptions accurately reflect campaign activities and expense legitimacy
• Align claims with original campaign planning and approved scope for consistency and credibility

Integration with MDF Workflow

Reimbursement Process Connection

Claim to Reimbursement Pipeline: Approved claims enter reimbursement processing workflow where administrators track payment methods, processing status, and completion for comprehensive program management.

Financial Tracking Integration: Claims data integrates with overall MDF program financial tracking for budget management, utilization analysis, and program performance measurement.

Program Analytics Integration

Performance Measurement: Claims submission patterns and approval rates contribute to partner performance analysis and program effectiveness assessment for strategic program optimization.

Partner Development: Claims management experience provides insights into partner operational capabilities and program engagement for relationship management and support planning.

Expense claims submission and management provides essential partner capabilities for converting approved marketing campaigns into actual reimbursements through systematic documentation, timely submission, and comprehensive tracking that supports both partner financial management and program administrative oversight.

Jump to MDF Checklist

<< Reviewing and Approving MDF Requests | Processing Claims and Reimbursements >>