Expense management | HR Web Platform

Overview

The expense reimbursement process allows employers to pay back employees who have spent their own money on 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 Management feature to approve, approve pending further information, or decline employee expense claims either in bulk or individually. You can also use this feature to mark an expense as paid, download a CSV file of your claims, edit the information, and delete a submission that is no longer required.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

The below will walk you through how to approve and decline an expense; ask for further information, and mark an expense as paid.

Approve an expense: Individually
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Approve button.
    Expense_1.jpg
  5. Click the Approve button.
    Expense_2.jpg
  6. Click the Got It button.
    Expense_3.jpg
Approve an expense: In bulk
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Select the expenses that need approval.
  4. Click the Actions button.
  5. Click the Approve Selected button.
    Expense_4.jpg
  6. Click the Approve button.
    Expense_5.jpg
  7. Click the Got It button.
    Expense_6.jpg
Ask for further information: Individually
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the View button.
    Expense_7.jpg
  5. Click the Pending via Comment button.
    Expense_8.jpg
  6. Enter a comment or question you would like to send to your employees.
  7. Click the Send Comment button.
    Expense_9.jpg
  8. Click the Got It button.
    Expense_10.jpg
Declining an employee's expense: Individually
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Decline button.
    Expense_11.jpg
  5. Enter the reason for declining the expense.
  6. Click the Decline Expense button.
    Expense_12.jpg
  7. Click the Got It button.
    Expense_13.jpg
Declining an employee's expense: In bulk
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Select the expenses that need declining.
  4. Click the Actions button.
  5. Click the Decline Selected button.
    Expense_14.jpg
  6. Enter the reason for declining the expense.
  7. Click the Decline Expense button.
    Expense_15.jpg
  8. Click the Got It button.
    Expense_16.jpg
Mark an employee's expense as paid: Individually
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Mark as Paid button.
    Expense_17.jpg
  5. Complete the Data of Payment field.
  6. Click the Mark as Paid button
    Expense_18.jpg
  7. Click the Got It button.
    Expense_19.jpg
Mark an employee's expense as paid: In bulk
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Select the expenses that need marking as paid.
  4. Click the Actions button.
  5. Click the Mark Selected as Paid button.
    Expense_20.jpg
  6. Complete the Data of Payment field.
  7. Click the Mark as Paid button
    Expense_21.jpg
  8. Click the Got It button.
    Expense_22.jpg
Download employee expenses
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Download CSV button.
    Expense_23.jpg

Maintain

The below will walk you through how to fitler your expenses, edit the information, and delete a record you no longer need.

Filter employee expenses
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Choose from the following filters:
    • Employee.
    • Category.
    • Status.
    • Date range.
  4. Click the Search button.
    Expense_24.jpg
View an employee's expense
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the View button.
    Expense_25.jpg

    Helpful Hint

    You will now see the expense claim details on your screen.

    Expense_26.jpg
Edit an employee's expense
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the View button.
    Expense_27.jpg
  5. Make the required changes and click the Save button.
    Expense_28.jpg
  6. Click either the Decline Expense, Pending via Comment or Approve Expense buttons.
    Expense_29.jpg
Delete an employee's expense
  1. Click the   Expenses menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Delete button.
    Expense_30.jpg
  5. Click the Delete button.
    Expense_31.jpg

Further information

Helpful tips on using this feature

Below are a few points around who can approve an expanse claim:

  • Primary and Secondary managers can approve their reports for expense claims.
  • Users with admin access will also be able to approve claims.
  • An admin user cannot approve their own claims.
  • A user with owner access is the exception to this, and they can approve their own claims and all the see all the claim information.

Author recommended

So you have now managed your expense claims and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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