Available for the following plans: Employment Plus, Employment Unlimited
Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Employee
Expense reimbursement allows employers to pay back employees who have spent their own money on business-related expenses.
You can use the My Expenses feature to send an expense request for approval, with the ability to specify the date of purchase, amount paid, and supplier, and attach any required receipts. The feature also lets you edit a claim and delete those that are no longer needed.
Important
If your Employment Hero is integrated with the Employment Hero Payroll platform, please refer to this article: Reviewing Expense Claims.
Getting started
- Click the Pay menu.
- Under Expenses, click the Expenses submenu.
- Click the Create expense claim button.
- Complete the following fields:
- Date of purchase.
- Expense category.
- Supplier.
- Additional purchase details.
- Amount paid.
- Includes tax of.
- Click the button or drag the file onto the Upload tile.
Helpful Hint
You can upload a PNG, PDF, or JPG file with a maximum file size of 10 mb.
- Click the Submit button.
Warning
Once the expense claim status changes to "Paid," it will be locked. This means you can no longer edit the entry.
Manage your expense claims and view the status
- Click the Pay menu.
- Under Expenses, click the Expenses submenu.
- Click the Actions dropdown button.
- Click the View/Edit button.
Helpful Hint
You will now see the details of your expense claim on your screen.
Important
You will not be able to edit claims already marked as "Paid."
- Click the Pay menu.
- Under Expenses, click the Expenses submenu.
- Click the Actions dropdown button.
- Click the View/Edit button.
- Make the required changes.
- Click the Submit button.
Important
You will not be able to delete claims already marked as "Paid."
- Click the Pay menu.
- Under Expenses, click the Expenses submenu.
- Click the Actions dropdown button.
- Click the Delete button.
- Click the Delete button.
In Employment Hero, the expense status refers to the various stages an expense claim goes through from submission to resolution. Here's an explanation of the common statuses you might encounter:
1. Draft
- The expense has been created but is not yet submitted for approval.
- Action: Review the details and submit the claim for processing.
2. Submitted
- The expense has been submitted to the approver or manager for review.
- Action: The approver needs to assess the claim for accuracy and compliance with company policies.
3. Pending Approval
- The expense is awaiting action from the designated approver.
- Action: Follow up with the approver if needed.
4. Approved
- The expense has been reviewed and approved by the relevant authority.
- Action: It is now queued for processing and reimbursement.
5. Rejected
- The expense has been reviewed and rejected, possibly due to errors, non-compliance, or missing documentation.
- Action: Review the rejection reason, make necessary adjustments, and resubmit the claim if applicable.
6. Paid
- The approved expense has been reimbursed to the claimant.
- Action: Verify receipt of the payment.
7. Declined
- The claim is permanently denied and cannot be resubmitted.
- Action: Check the decline reason and discuss with your manager or HR if required.
8. Cancelled
- The expense has been withdrawn by the claimant before approval.
- Action: None, unless you want to resubmit the expense.
9. Processing
- The approved expense is currently being processed for payment.
- Action: Monitor for updates or payment confirmation.
Each status provides insight into where the claim is in the workflow, ensuring clear communication and accountability between employees and management.
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