Admins, managers, and authorised employees with the "Expense Claims (Submit on Behalf)" CSS permission can now submit expense claims on behalf of other employees, directly from the My Expenses page on both web and mobile.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Choose from the following filters:
   • Employee.
   • Category.
   • Status.
   • Date range.
4. Click the Search button.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions dropdown button for the expense you want to view.
4. Click View/Edit to see the expense claim details on your screen.

For HR and Payroll Classic connected organisations, an expense will sync to your payroll platform once it has been approved in Employment Hero. It appears on the Expense Management page and will be paid in the next pay run. Once an expense is processed and the payslips are published, the expense locks in Employment Hero.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions button for the expense you want to approve.
4. Click Approve.
5. In the confirmation pop-up, click the Approve button.

For HR and Payroll Classic connected organisations, an expense will sync to your payroll platform once it has been approved in Employment Hero. It appears on the Expense Management page and will be paid in the next Pay Run. Once an expense is processed and the payslips are published, the expense locks in Employment Hero.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Tick the checkboxes for the expenses you want to approve.
4. Click the Actions dropdown button below the text "Expenses Management".
5. Click the Approve Selected button.
6. In the confirmation pop-up, click the Approve button.

If you are an HR and Payroll Classic user, once the expense claim has been submitted it will sync to your Payroll Classic platform, where it will be included in your Pay Run. The option to manually mark an expense as paid is still available. 

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the expense you need.
4. Click the Actions dropdown button.
5. Click View/Edit.
6. Click the Pending via Comment button.

7. Enter a comment or question you would like to send to your employees.
    

   Important

   Once you have requested further information on the submitted expense claim, the expense claim will then move to a pending status automatically.

8. Click the Send Comment button.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions dropdown button for the expense you want to decline.
4. Click Decline.
5. Enter the reason for declining the expense.
6. Click the Decline expense button.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Tick the checkboxes for the expenses you want to decline.
4. Click the Actions dropdown button below the text "Expenses Management".
5. Click Decline Selected.
6. Enter the reason for declining the expenses.
7. Click the Decline expense button.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions dropdown button for the expense you need.
4. Click Mark as paid.
5. Complete the Data of Payment field.
6. Click the Mark as paid button

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Tick the checkboxes for the expenses you want to mark as paid.
4. Click the Actions button below the text "Expenses Management".
5. Click Mark Selected as Paid.
6. Complete the Date of Payment field.
7. Click the Mark as paid button

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions dropdown button for the expense you want to edit.
4. Click View/Edit.
5. Make the required changes.
6. Click the Save button.
7. Click either the Decline expense, Pending via comment or Approve expense button.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Tick the checkboxes for the expenses you want to download.
4. Click the Actions button below the text "Expenses Management".
5. Click Download CSV.

1. Click the Pay menu.
2. Under Expenses, click the Expenses Management submenu.
3. Click the Actions dropdown button for the expense you want to edit.
4. Click Delete.
5. In the confirmation pop-up, click the Delete button.
    

1. Click the Settings menu.
2. Under Payroll Settings, click the Expense Categories submenu.

3. Toggle the Sync expenses to payroll button off.
   
    

   Helpful Hint

   You have now disabled the option to sync your expenses to your Payroll Classic platform. The switch is grey when the sync option is disabled, as shown in the photo below. To enable the feature again, you can simply toggle the switch on.

   

Below are the meanings of the different expense claim statuses:

• Submitted - the employee has submitted a request for an expense claim.
• Processing - an intermediate state after an expense has been created, and a manager has approved/declined the expense. Here, it just means that the workflow is running essentially.
• Pending - the approver has selected the option"Pending," requiring the employee to resubmit the request.
• Approved - the expense claim has been approved but is waiting to be paid.
• Paid - the employee has been paid the requested amount.

Below are a few points around who can approve an expense 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; they can approve their own claims and see all the claim information.
• When an employee submits an expense claim for approval, only their Primary Manager will receive the notification. If the Primary Manager is on leave, the notification will automatically be sent to the Secondary Manager instead.
• If a manager requests on behalf of an employee: An email notification is sent to the employee that a request has been submitted on their behalf. If multi-level approval is required, an email notification is sent to other approvers (excluding the manager who requested) that an expense is waiting to be reviewed.
• If an admin requests on behalf of an employee: An email notification is sent to the employee that a request has been submitted on their behalf, and all approvers are notified that an expense is waiting to be reviewed.
• Email notifications for requests submitted on behalf of an employee are delivered immediately upon submission.