The Expense Management feature allows you to review and approve employee-submitted expenses, either individually or in bulk, and approve expenses that require additional information before being processed. You can also mark expenses as paid, download a CSV file of your claims, edit the information provided, and delete any unnecessary submissions.
Warning
Expenses do not sync through from your HR platform to any payroll-integrated platform. You will need to download a CSV file report of your claims which this article will walk you through.
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.
Daily activities
- Click the Pay menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Approve button.
- Click the Approve button.
- Click the Pay menu.
- Click the Management submenu.
- Select the expenses that need approval.
- Click the Actions button.
- Click the Approve Selected button.
- Click the Approve button.
- Click the Pay menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View button.
- Click the Pending via Comment button.
- 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.
- Click the Send Comment button.
Editing and changing data
Removing data
Further information
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:
- Employee leave management | HR Web Platform This feature allows you to approve or decline employee submitted leave requests, with the ability to see their leave balance and any conflicting leave requests.
- Employee expense management | HR Video This video will walk you through and show you the steps an employee goes through when submitting an expense claim.
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