1. Employment Hero Help Centre (AU)
  2. HR Platform
  3. Pay
  4. HR Classic Platform
  5. Expenses

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Review expense claims

James Nixon
Updated
EH Content Team

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

Add your expense categories to your Payroll Classic platform

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 

Filter employee expenses
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Choose from the following filters:
    • Employee.
    • Category.
    • Status.
    • Date range.
  5. Click the Search button.
    Expense_24.jpg
View an employee's expense
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the View button to see the expense claim details on your screen.
    Expense_25.jpg
Approve an expense: Individually

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.

  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Approve button.Expense_1.jpg
  6. Click the Approve button.Expense_5.jpg

     
Approve an expense: In bulk

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.

  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Select the expenses that need approval.
  5. Click the Actions button.
  6. Click the Approve Selected button.Expense_4.jpg
  7. Click the Approve button.Expense_5.jpg

     

    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. 

Ask for further information: Individually
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the View button.
  6. Click the Pending via Comment button.Expense_8.jpg
  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.Expense_9.jpg
Declining an employee's expense: Individually
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Decline button.
    Expense_11.jpg
  6. Enter the reason for declining the expense.
  7. Click the Decline Expense button.Expense_15.jpg
Declining an employee's expense: In bulk
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Select the expenses that need declining.
  5. Click the Actions button.
  6. Click the Decline Selected button.
    Expense_14.jpg
  7. Enter the reason for declining the expenses.
  8. Click the Decline Expense button.
    Expense_15.jpg
Mark an employee's expense as paid: Individually
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Mark as Paid button.
    Expense_17.jpg
  6. Complete the Data of Payment field.
  7. Click the Mark as Paid button
    Expense_18.jpg
Mark an employee's expense as paid: In bulk
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Select the expenses that need marking as paid.
  5. Click the Actions button.
  6. Click the Mark Selected as Paid button.
    Expense_20.jpg
  7. Complete the Date of Payment field.
  8. Click the Mark as Paid button
    Expense_21.jpg

Editing and changing data

Edit an employee's expense
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the View button.
    Expense_27.jpg
  6. Make the required changes and click the Save button.
  7. Click either the Decline Expense, Pending via Comment or Approve Expense buttons.
    Expense_29.jpg
Download employee expenses
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Download CSV button.
    Expense_23.jpg

Removing data

Deleting an expense
  1. Log into Employment Hero.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Delete button.
    Expense_30.jpg
  6. Click the Delete button.
    Expense_31.jpg
     
Disable expense sync to payroll
  1. Log into Employment Hero.
  2. Click the  Settings menu.
  3. Under Payroll Settings, click the Expense Categories submenu.

  4. Toggle the Sync expenses to payroll button off.
    screenshot of the expense categories page, with a highlight on the sync expenses to payroll toggle button
     

    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.

    screenshot of the expense categories page, with the sync expenses option off

Further information

Helpful tips on using this feature

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.

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