Managing my expense claims | HR Web Platform

Overview

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 My Expense Claims feature to send through an expense request for approval, with the ability to specify the date of purchase, the amount paid, the supplier, and attach any required receipts. You can also use this feature to edit an expense claim and delete a submission that is no longer required. 

Warning

Once the expense claim status changes to paid we will lock that entry, i.e. you can make no further changes to this expense claim.

Availability

HR Plan:   Free   Standard   Premium   Platinum

Getting started

Add an expense claim
  1. Click the   Pay menu.
  2. Click the My Expenses menu.
  3. Click the Create Expense Claim button.
    My_Expenses_1.jpg
  4. Complete the following fields:
    • Date of purchase.
    • Expense category.
    • Supplier.
    • Additional purchase details.
    • Amount paid.
    • Includes tax of x amount.
  5. Click or drag the desired attachment onto the Upload tile.

    Helpful Hint

    The HR platform accepts either a PNG, PDF or JPG file with a maximum file size of 10mb.

  6. Click the Submit button.
    My_Expenses_2.jpg

Maintain

View an expense claim
  1. Click the   Pay menu.
  2. Click the My Expenses menu.
  3. Click the Actions button.
  4. Click the View button.
    My_Expenses_3.jpg

    Helpful Hint

    You will now see the details of your expense claim on your screen.

    My_Expenses_4.jpg
Edit an expense claim
  1. Click the   Pay menu.
  2. Click the My Expenses menu.
  3. Click the Actions button.
  4. Click the View button.
    My_Expenses_5.jpg
  5. Make the required changes and click the Save button.
    My_Expenses_6.jpg
Delete an expense claim
  1. Click the   Pay menu.
  2. Click the My Expenses menu.
  3. Click the Actions button.
  4. Click the Edit button.
  5. Click the Delete button.
    My_Expenses_7.jpg
  6. Click the Delete button.
    My_Expenses_8.jpg
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