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Add an expense claim on Employment Hero Work

Updated

You can use the Expense submission feature on the Employment Hero Work app 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.

Helpful Hint

If expense management is one of your most commonly-used features, then this will appear on the Employment Hero Work home screen as a shortcut for easy access.

Add an expense claim
  1. Log in to the Employment Hero Work app. 
  2. Tap on the Work icon.
  3. Tap on Expenses on the menu bar along the top of the screen.
  4. Tap on the plus icon just below the menu bar.
  5. If you have a receipt, tap the plus icon for Receipt to Scan. This will automatically populate Date of purchase, Supplier, Amount paid, and Includes tax of. You can still edit these fields before submitting.
  6. You can also simply complete the following fields:
    • Date of purchase.
    • Expense category.
    • Cost centre.
    • Supplier.
    • Additional purchase details (optional).
    • Currency.
      • If you choose a foreign currency that is different from the default currency of your organisation, a "Reimbursement" field will appear near the bottom of your screen. It will automatically convert the amount of your purchase into your default currency. The exchange rate will be based on the date of purchase.
    • Amount paid.
    • Includes tax of.
  7. Tap Submit on the bottom part of the screen.
    • On the My Expenses page, expenses submitted under foreign currencies will have a globe icon beside them.
Edit an expense claim
  1. Log in to the Employment Hero Work app. 
  2. Tap on the Work icon.
  3. Tap on Add and check your expense claims on the Work home screen.
  4. Tap on the claim you wish to edit.
  5. Edit your required details in the following fields:
    • Expense date
    • Expense category (e.g. reimbursement, new expense etc)
    • Location
    • Notes
    • Amount (this will be in your country's currency)
    • Tax code (then tax rate)
    • Attachment of your tax invoice or receipt.
  6. Tap Submit.
Delete an expense claim
  1. Log in to the Employment Hero Work app. 
  2. Tap on the Work icon.
  3. Tap on Add and check your expense claims on the Work home screen.
  4. Tap on the claim that you wish to delete.
  5. At the bottom of the claim, tap the Delete claim button.

Further information

Why can't my employees see expenses?

You need to ensure that you have enabled expenses as a menu item in the Employment Hero web platform. To action this, an account admin will need to follow the below instructions:
 

  1. Log in to the Employment Hero web platform. 
  2. On the left-hand side menu, click on Settings.
  3. Click on Menu.
  4. Tick the Expenses check box.
    tick the expenses option
  5. Click Save at the bottom of the screen.
    tick the expenses option then click on save
  6. Now your employees will have access to expenses in Employment Hero and the Employment Hero Work app.
How can I turn off expenses in my account?

If you want to remove expenses from your Employment Hero account, you will need to remove it as a menu item. An account admin will need to follow the steps below:

  1. Log in to the Employment Hero web platform. 
  2. On the left-hand side menu, click on Settings.
  3. Click on Menu.
  4. Untick the Expenses check box. 
    untick the expenses menu option
  5. Click Save at the bottom of the screen. 
    untick the expenses menu option then click the save button
  6. Now your employees will no longer be able to see expenses in Employment Hero and the Employment Hero Work app.
Why can't my employees see the correct expense categories in their accounts?

If your employee cannot see the expense category that they wish to use on their account, try to re-sync from payroll to ensure the expense categories on payroll match the available expense categories on Employment Hero. See this article for full details.

If you use Employment Hero only (not attached to a payroll account), then you can manage the expense categories from within the Settings section of Employment Hero. See this article for further details.

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