Everything you need for SEN business travel — where to book, what SEN covers, and how to report expenses.
When you prepare your monthly Expensify report, you'll be asked to select an Expense Category. Use these guidelines:
| Expense code | Use this code for… |
|---|---|
| Travel Expenses for SEN Staff | Your own airfare, lodging, ground transportation, travel meals, incidentals, etc. |
| Travel Expenses for Fellows | Travel expenses on behalf of fellows and coachees. |
| Books & Subscriptions for SEN | Educational books and subscriptions for your own use/reference. |
| Materials for Fellows | Books, subscriptions, supplies, or coaching materials provided to fellows/coachees — including small gifts and swag. |
| Food for Coaching Sessions | Food for a coaching session, or a restaurant bill that includes you and two or more fellows/coachees. |
| Supplies | Non-educational office supplies for your own use, including equipment such as printers and monitors. |
| Tech Expenses & Software | Non-educational subscriptions such as Adobe (rare — we have corporate accounts for Calendly, Adobe, Grammarly, etc.). |
| Conference, Convention, Meeting | Registration fees, and expenses for SEN-organized conferences and convenings. |
| Recruiting | Expenses associated with recruiting new SENators. |
| Professional Fees | Independent-contractor expenses (rare — most contractors invoice the central office). |
| Postage, Mailing Service | Postage and mailing services. |
| Printing and Copying | Printing and copying. |
| Due from Employee | Accidental personal expenses on your SEN card — you'll be asked to reimburse the company. |
| Ask My Accountant | If you are not sure, select this code! 😀 |
Snap pictures with the phone app, drag & drop on the website, or forward emailed receipts to [email protected] from your work email.
Tip from Jamie: upload receipts as you receive them throughout the month — charges tie themselves to your receipts automatically, making reconciliation much quicker.
Reminders from Eduardo: "Business Meals" (home city) ≠ "Travel Meals" — pick the right one, keep business meals sporadic, and specify the purpose; food for program participants has its own code. Amazon-type purchases could be Supplies, Reference Books, Course Materials, etc. — pick correctly.
Issues? Ask Jamie, or email [email protected].
Choose the "Due from Employee" category, leave Class blank, and note in the description that it was accidental. The amount comes out of your next paycheck.
Amex reports = credit-card icons only; out-of-pocket reports = cash icons only.
Use "New Rule" for recurring charges — and remember less is more: match "Amazon" or "Amzn" rather than "Amazon Prime" (vendor names change often). Set the normalized merchant name, usual category, and class if there is one. Adjust or delete rules anytime; fix one-off miscategorizations during monthly reconciliation.