Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Manager, Admin
The Expense Management feature allows you to review and approve employee-submitted expenses. You can do this either individually or in bulk, and can also approve expenses that require additional information before being processed. Lastly, you can also mark expenses as paid, download a CSV file of your claims, edit the information provided, and delete any unnecessary submissions.
Warning
Only admins, owners, and users with Custom Security Setting permissions will be able to process expenses created before the 12/11/2024. Managers, admins, owners, and users with Custom Security Setting permissions will be able to process expenses created after the 12/11/2024..
Getting started
Warning
You will need to add expense categories in your Payroll Classic platform first for items to sync to your HR platform. See this article for instructions on how to add expense categories to your Payroll Classic platform or watch this video.
Daily activities
Important
For HR and Payroll Classic connected organisations, an expense will sync to your payroll platform once it has been submitted in the HR platform. 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 the HR platform.
- Log into Employment Hero.
- Click the Pay menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Approve button.
- Click the Approve button.
Important
For HR and Payroll Classic connected organisations, an expense will sync to your payroll platform once it has been approved in the HR platform. 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 the HR platform.
- Log into Employment Hero.
- 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.
Helpful Hint
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.
- Log into Employment Hero.
- 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
- Log into Employment Hero.
- Click the Settings menu.
- Under Payroll Settings, click the Expense Categories submenu.
-
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.
Further information
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.
Don't have access to this feature? Contact our friendly sales team here if you’d like to upgrade your account to gain access to Expense Management with Employment Hero today.
Explore related content
- How do I manage leave 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 | Video This feature allows you to create a new benefit category, edit the information if it changes, and delete the record if it is no longer relevant.