1. Click the Pay menu.
2. Under Expenses, click the Expenses submenu.
3. Click the Create expense claim button.
   
4. You can upload your receipt by clicking the Receipt To Scan button or dragging the file onto the Receipt To Scan zone.
   • The system will extract key details from your receipt and automatically populate these fields in the expense request: Date of purchase, Supplier, Amount paid, and Includes tax of. You can still edit these afterwards.
   • You can upload a PNG, PDF, or JPG file with a maximum file size of 10 mb.
   • If the system cannot extract details from your receipt, you will see an error message. Your receipt will remain attached, and you can manually enter the required information instead.
5. If you do not have a receipt to upload, you can complete the fields manually instead:
   • Date of purchase.
   • Expense category.
   • Cost centre.
   • Supplier.
   • Additional purchase details (optional).
   • Amount paid (currency):
     • For foreign currencies: If you choose a foreign currency that is different from the default currency of your organisation, a "Reimbursement" field will appear below the "Amount paid" field."
       • The Reimbursement field will automatically show how much your purchase is when converted to your default currency. The exchange rate will be based on the date of purchase.
       • On the My Expenses page, expenses submitted under foreign currencies will have a globe icon beside them. You can hover over the globe icon to see how much the purchase was under the original currency submitted.
   • Amount paid (number).
   • Tax code display (optional).
   • Tax code (optional).
   • Tax rate (optional).

6. 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.

If you uploaded the wrong receipt, you can easily replace it before submitting your claim.

1. Click the [×] button on the uploaded receipt file.
2. Upload the correct receipt in the Receipt To Scan zone (See Add an expense claim)
3. Wait for the system to re-process the new receipt and update the auto-populated fields.
4. Review the updated information and complete the remaining fields.
5. Click the Submit button.

1. Click the   Pay menu.
2. Under Expenses, click the Expenses submenu.
3. Click the Actions dropdown button.

4. Click the View/Edit button.
   

   Helpful Hint

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

   

1. Click the   Pay menu.
2. Under Expenses, click the Expenses submenu.
3. Click the Actions dropdown button.
4. Click the View/Edit button.
   
5. Make the required changes to any field.
6. Click the Submit button.
   

1. Click the   Pay menu.
2. Under Expenses, click the Expenses submenu.
3. Click the Actions dropdown button.
4. Click the Delete button.
   
5. 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. Processing

• This is an intermediate state after an expense has been created, and a manager has approved/declined the expense.
• No action. Here, it just means that the workflow is running, essentially.

7. Paid

• The approved expense has been reimbursed to the claimant.
• Action: Verify receipt of the payment.

8. Declined

• The claim is permanently denied and cannot be resubmitted.
• Action: Check the decline reason and discuss with your manager or HR if required.

9. Cancelled

• The expense has been withdrawn by the claimant before approval.
• Action: None, unless you want to resubmit the expense.

10. 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.