Email upload

You can upload receipt images into Shared Travel Services directly from your smartphone or via your desktop email application. If you use a smartphone, we suggest you take individual photographs of your receipts and immediately email them into your image library where you can preview and identify them easily for linking.

If you are a delegatee (a person with someone else's cards or approval rights delegated to you), you can email images on behalf of those users, and if you are a solution administrator, you can email images for all users.

You can upload receipt images via email whenever you want - you don't need to wait for the transaction and statement to be loaded into the system first.

Your image library supports the following file formats: .jpg, .jpeg, .gif, .png, .tif, .tiff, .xls, .xlsx, .doc, .docx and .pdf. (Note: It does not support .bmp files.)

The image library applies a maximum file size of 5MB for each image. If you email an image that exceeds 5MB, Shared Travel Services automatically compresses it without altering its dimensions or quality. If the size still exceeds 5MB after compression, the image will not be uploaded. Note that compression only applies to supported image files.

To email a receipt into Shared Travel Services:

1. Either:
   • Select Personal Settings from your user menu. From the Personal Settings screen that displays, click More Info.. under Receipt Upload via Email. The Receipt Upload via Email dialogue box appears.
   • Select Image Library from your user menu. In the Image Library, click Upload via Email. The Upload via Email dialogue box appears.
2. Click the unique email link which has been assigned to your employee account. The address automatically populates the To field of an untitled email.

   Note: This is a perfect time to add your image email address to the contacts list/address book in your phone or email application so you can access it quickly in the future.

3. Attach your image or images and send your email.

   Note: Only the image attachment is stored in Shared Travel Services so there is no need to write a message. The image(s) are automatically uploaded to your account and stored in your image library ready for linking.

4. Link the emailed image to transactions within an expense report, account statement or requisition, or to an individual card or cash transaction.

   Note: If you receive a receipt image by email, you can also forward it into your image library using your image email address.