The expense reimbursement process allows employers to pay back employees who have spent their own money on 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, download a CSV file of your claims, edit the information, and delete a submission that is no longer required.
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.
The below will walk you through how to approve and decline an expense; ask for further information, and mark an expense as paid.
The steps below will walk you through how to filter your expenses, edit the information, and delete a record you no longer need.
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.
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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