Submitting an expense claim

Overview

The expense reimbursement process allows employers to pay back employees who have spent their own money for business-related expenses. When employees receive an expense reimbursement, typically they would not report such payments as wages or income. These types of reimbursable expenses occur when employees travel for work, but can come from other activities related to their employment, for example, certain purchases of work-related supplies or tools.

You can use the Expense Submission feature to send through an expense request for approval, with the ability to specify the date it occurred, the amount, the tax code and location. You can also use this feature to edit an expense claim and cancel a submission that is no longer required. 

Availability

Payroll Plan:   Standard   Premium

Getting started

Adding an expense claim
  1. Click the Account menu.
  2. Click on the employee portal you need to access.
  3. Click the Expense menu.
    Expense_1.jpg
  4. Click on the Submit an Expense Claim button.
    Expense_2.jpg
  5. Complete the following fields:
    • Description.
    • Line item:
      • Date incurred.
      • Expense category.
      • Notes.
      • Amount.
      • Tax code.
      • Location.
  6. Click the Add Attachment button to add any required files.
  7. Click the Create button.
    Expense_3.jpg

Maintain

Editing an expense request

Important

Editing your expense submission is only possible if your payroll admin has not applied or part applied it in a pay run.

  1. Click the Account menu.
  2. Click on the employee portal you need to access.
  3. Click the Expense menu.
    Expense_1.jpg
  4. Click the Edit button.
    Expense_4.jpg
  5. Update the relevant information and then click the Save button.
    Expense_5.jpg
Cancelling an expense request

Important

Canceling your expense request is only possible if your payroll admin has not applied or part applied it in a pay run.

  1. Click the Account menu.
  2. Click on the employee portal you need to access.
  3. Click the Expense menu.
    Expense_1.jpg
  4. Click the Delete button.
    Expense_6.jpg
  5. Click the Cancel Request button.
    Expense_7.jpg
Have more questions? Submit a request

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