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Employee expense management | HR Web Platform

Jimmy
Updated

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 

Filter employee expenses
  1. Click the   Pay 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   Pay menu.
  2. Click the Management submenu.
  3. Click the View button to see the expense claim details on your screen.
    Expense_25.jpg
Approve an expense: Individually
  1. Click the   Pay 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_5.jpg
Approve an expense: In bulk
  1. Click the   Pay 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
Ask for further information: Individually
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the View button.
  5. Click the Pending via Comment button.Expense_8.jpg
  6. 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.

  7. Click the Send Comment button.Expense_9.jpg
Declining an employee's expense: Individually
  1. Click the   Pay 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_15.jpg
Declining an employee's expense: In bulk
  1. Click the   Pay 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 expenses.
  7. Click the Decline Expense button.
    Expense_15.jpg
Mark an employee's expense as paid: Individually
  1. Click the   Pay 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
Mark an employee's expense as paid: In bulk
  1. Click the   Pay 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

Editing and changing data

Edit an employee's expense
  1. Click the   Pay 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.
  6. Click either the Decline Expense, Pending via Comment or Approve Expense buttons.
    Expense_29.jpg
Download employee expenses
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Download CSV button.
    Expense_23.jpg

Removing data

Deleting an expense
  1. Click the   Pay 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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