Before incurring any business expenses, please ensure that expense reimbursements are authorized by your supervisor and your TCWGlobal Account Manager. If so, follow the instructions below to be reimbursed!
*This article is updated as of January 2025 with an enhanced expense form. Please discontinue use of the prior form while following this process.
Note, some locations may utilize a separate expense tool based off the local country requirements. If you are unsure if you should be utilizing that expense tool or TCWGlobal’s reporting, please reach out to your TCWGlobal Account Manager or hello@tcwglobal.com for guidance.
Step 1: Complete the International Expense Form
- Use the International Expense Form to complete your expense report. Fill out all required fields - itemized receipts with a matching amount are required for all expenses.
- If you are claiming driving km reimbursement on your form, please include a screenshot of the route you took to show the distance (i.e. from Google or Apple maps).
- Ensure to list the correct work email address of your supervisor, who will be responsible for approving your expense prior to you being reimbursed.
- Note, if you need to submit more than 10 items, you will complete multiple forms.
Converting Currencies? Expenses should be submitted in the currency you are paid in. If your purchase is in a different currency, follow these steps:
- Visit the currency conversion link here
- Select the currencies you are converting and locate the purchase date on the chart to determine the applicable exchange rate
- Take the amount on the receipt and convert it to your local currency
- Enter the local amount on the expense report. You can convert by taking the receipt total and dividing it by the exchange rate.
Example: Converting a $5.00 USD coffee receipt to Euro. The Fx for the date of purchase is 1 Euro = 1.1079 USD based on the XE currency chart. Calculate the amount in Euro by dividing 5.00/1.1079 = 4.51 Euro. Enter this amount on the expense report like below:
Step 2: Submit Your Expense for Approval ✅:
- Once the International expense form is filled out, including all necessary receipts and/or other documentation, click Submit!
Submit! - The submission will route via email to your supervisor, yourself, and TCWGlobal’s International team. The email notification will include instructions for your manager to review/approve the expense. 👍
Step 3: Get paid!
- Once your expense is approved by your supervisor, TCWGlobal will have it processed for payment on an upcoming check. If the submission/approval comes through after the cut off date date per your country’s pay cycle, it’ll be included in the following paycheck.
Tips to Ensure Timely and Accurate Expense Processing:
We want you to get paid timely. Here are tips to help ensure that happens: 😊
- Only incur expenses if you are approved to – if unsure, check with your supervisor.
- Submit expenses within 30 days of the original purchase. Expenses received/approved late may be reimbursed in the following pay cycle.
- Attach all receipts and/or documentation to the Expense Form link provided in this how-to. TCWGlobal cannot open files shared via Google Drive due to digital privacy restrictions.
- Make sure that your Expense Report is accurately completed, with amounts listed in your local currency, and that all receipts are included – missing or inaccurate information will delay approval and processing.
If you have any questions or need help, please email us at hello@tcwglobal.com or call 858-810-3000 for assistance.