HR platform: Expense management

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 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 either in bulk or individually, download a CSV file of your claims, edit the information if it needs correcting and delete a submission that is no longer required.

Availability

HR Plan:   Free   Standard   Premium   Platinum

Getting started

Approving 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
Approving an expense: In bulk
  1. Click the Expenses menu.
  2. Click the Management submenu.
  3. Select the expenses that need approving.
  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
Request 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 employee.
  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
Marking 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
Marking 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
Downloading 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

Filtering 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
Viewing 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
Editing 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
Deleting 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

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