CAMEX

SUBMISSION
GUIDELINES

RCL
3
 TABLE OF CONTENTS
3 Introduction
SEARCH

Objectives

4 Expense Submission Guideline

Types of Expenses

Other Categories

5 Document Requirements
How to Submit

6 Processing Turnaround Time

Reference Documents
Expense Status Workflow

Frequently Asked Questions (FAQs)

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 Is an expense tool that manages employee expenses
claims. It can be accessed via MyRCLHome.

My Expenses

Date Submitted Status Date Submitted Status

Adventure000003 Adventure000006

Adventure000004
Adventure000007
Adventure000005 Adventure000008

Date Submitted Status Date Submitted Status

Adventure000020 Adventure000024

Adventure000022 Adventure000025

Adventure000023 Adventure000026

b d

INTRODUCTION
This is a guide on filing expense claims, the required documents for filing an
expense, and the status workflow of expense claims.

OBJECTIVES:
• Establish the steps and requirements in submitting expense claims
• Provide guidelines for the amount and type of expenses eligible for reimbursement
• Understand the workflow and status of expense submitted in CAMex

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EXPENSE SUBMISSION GUIDELINES
• All expenses must be submitted within 30 days of joining the vessel (sign-on date).
• If crew member is offboard, expenses must be submitted less than 30 days after their
sign off date, service date, or the date approved by Shoreside approver (if applicable).
• All expenses must have supporting documents. Refer to Document Requirements on
page 6 for guidance.
• The CAMex currency converter must be used for non-dollar receipts.
• The date must reflect the date of receipts, and not the date of submissions.

TYPES OF EXPENSES
Visas Baggage Medical (PEME/REME; COVID-19 Test
Air Miscellaneous CAM Expenses
Meals
Hotel Transportation Laundry / Others

OTHER CATEGORIES
Other Expenses Reimbursable Non-
Reimbursable

Visa service charge from government agencies

Visa biometric fee

Visa associated costs (e.g., rush, courier, etc.)

Travel package fees

Personal phone calls

Wi-Fi / internet expenses – except for

traveling positions (see SQM for details)

Hotel add-ons and in-flight amenities

Lost luggage

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DOCUMENT REQUIREMENTS
ALL
• Receipt/s in original currency and in English
VISAS
• Visa copy and receipt issued by the bank or from authorized government agencies.
EXCEPTIONS TO SQM
Arrangements booked directly by crew are considered an exception to SQM and require
documented pre-approval by HR Operation Teams (Air Team, CrewAssist, or Scheduling) in
E1, prior to the crew member booking their own travel. Pre-approvals not documented in E1
must be supported by:
• Email authorization from CrewAssist for any exceptional arrangement
• Email from an authorized approver for submissions that are not in compliance with SQM
(please see SQM for specifics).
Exceptions to SQM Policy may be considered when presented with a justifiable
reason and supported by the authorized approved level below:
Variance Approver

<=$200 HRBP, Department Head, Master, or First Level Approver *Shoreside Directors and
above are also authorized to
$200-$500 Shoreside Director* approve exceptions to the
30-day timely filing limit.
>$500 Shoreside VP/AVP for the respective area

HOW TO SUBMIT Once logged into MyRCLHome, you will see CAMex
on your dashboard. Click on CAMex and select
CREW MEMBER.
Submit an Expense

You need to select the sign-on date related to the

expense, fill out all the required fields, and attach
supporting documentation (i.e., receipts). When you
are done, click Submit.

CAMex system issues should be reported to:

https://royalcaribbeancruiselines.atlassian.net/servicedesk/customer/portal/3
Questions on basic policy or navigation can be directed to: camex@rccl.com

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PROCESSING TURNAROUND TIME
1. SHIPBOARD APPROVER (DIVISION/DEPT.
HEAD) acts as the first level approver and
advancesexpenses in their queue regularly.
2. CAMEX COORDINATOR
acts as a second level approver in the process
and is responsible for reviewing submissions
within five days from receipt in their queue but
generally clears items much quicker. They are
also responsible for posting the in-policy
expenses to Paid S@S.
REFERENCE DOCUMENTS
SQM Policy may be accessed through this link:
http://shiphub01.rccl.com/marine/sqm.nsf/
web_home
EXPENSE STATUS WORKFLOW
DRAFT
The expense claim has been created
and saved but has not yet been
submitted. Expenses in draft status are
not visible to RCL CAMex Coordinator
Team.
SUBMITTED
Expense claim has been successfully
submitted for review and is pending
approval.
PRELIMINARY APPROVAL
Expense claim is now in queue for
review by the CAMex Coordinator team.
PENDING APPROVAL
Expense claim has been reviewed and
processed by the CAMex Reviewer
and will go to Financial Controller.
3. FINANCIAL CONTROLLER
acts as the third level and final approver of
expenses. They process and posts all types of
expenses to Paid S@S within seven days.
4. SHORESIDE PAYMENTS
S@S Report is sent to Shoreside Financial
Operations (SFO) every Friday and should be
posted to S@S within seven days.
In the left corner, look for Published
& Services to view SQM policies.
PAID S@S
Expense claim has passed all the
authorization stages and is now
ready to be transferred to
shoreside financial team for
payment via S@S crew members’
account within seven days from
the Friday following the Paid
S@Sdate noted in CAMex.
REJECTED
Expense claim was sent back to
employee due to a submission
error; employee needs to correct
the expense and resubmit it.
CANCELED
Expense claim has been canceled.
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FREQUENTLY ASKED QUESTIONS (FAQS)
CREW MEMBERS
1. What is the status of my expense and its meaning?
To guide you in monitoring your expense report, below is the expense status and its description.

Submitted - Expense claim has been successfully submitted for review and is pending approval from your
Preliminary Approvers. Normally, they are your division or department Heads.

Preliminary Approval - Expense claim is now in queue for review by the CAMex Coordinator team.

Pending Approval - Expense claim has been reviewed and processed by the CAMex Coordinator and will go
to Financial Controller’s queue.

2. When should I receive my reimbursement in my S@S account?

When the expense has been marked as Paid S@S, it means that the claim has passed all the authorization stages
and is now ready to be transferred to shoreside financial team for payment every Friday. Please allow 2 weeks
from the date your CAMEX is coded Paid S@S for the funds to be available in your Salary@Sea account.

3. Can I still submit expenses beyond 30 days on board?

Expenses filed after 30 days on board are still reimbursable if you attach approval from
Shoreside Director or above regarding late submission of expense.

4. Sign ON/OFF date is not available or CAMex does not accept Voyage
number. What do I do?

Contact the HRIS team and create a ticket here:

https://royalcaribbeancruiselines.atlassian.net/servicedesk/customer/portal/3

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5. Why are my expenses being rejected?
To view detailed explanations, open your expense in the search area and check the
comments section. Please email CAMex@rccl for additional questions.

FINANCIAL CONTROLLER/PRELIMINARY
APPROVER/HR MANAGER
1. How do I log in as an Approver?
To minimize access issues, please make sure that you include
access credentials (username and password) in your hand-off
procedures.
Please log in as APPROVER in CAMex.
Username: In general, please follow the Shipboard Role convention (e.g., SY_HRManager)
Password: Click Forgot Password to generate a new password that will be sent to your
position email (not your personal email).

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