Managing expense categories via the HR platform as an HR only organisation

The Expense Categories feature allows you to create a list of expense categories you can allocate against your employees. This feature also allows you to disable an expense category if it is no longer in use, edit the data if it needs updating, and delete a record if it is no longer required. This article tells you how to apply these functions in the HR platform for HR-only organisations that are not connected to a payroll platform. 

Important

The article is for organisations that use the HR platform as a standalone. If you are an HR and payroll-connected organisation, please refer to this article: Managing expense categories via the HR Platform | HR & Payroll connected orgs.

Availability 

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Create an expense category
  1. Click the   Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the Add Expense Category button.
    screenshot of expense categories. there is a table with a blue add expense category button highlighted in red at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them
  4. Complete the following fields:
    • Name.
    • Tax rate.
  5. Click the Save button.
    the add expense category form. it is blue and white with two fields to fill out. name and tax rate. there are then two buttons a white cancel button and a blue save button.

Editing data

Edit an expense category
  1. Click the   Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Edit button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, enable or delete. edit is also highlighted
  5. Make the required changes and click the Update button.
    the update expense category form. it is blue and white with two fields to fill out. name and tax rate. there are then two buttons a white cancel button and a blue save button.

Data management

Enable an expense category

Important

Enabling an expense category will add it to the list of expense categories an employee can select from when creating an expense claim.

  1. Click the   Settings menu.
  2. Click the Expense Settings submenu.
  3. Click the    Actions button.
  4. Click the   Enable button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, disable or delete. disable is also highlighted
  5. Click the Enable button.
    screenshot of popup to delete category asking are you sure you want to delete this expense category? cancel or delete.

Deleting data

Disable an expense category

Important

Disabling an expense category will remove it from the list of expense categories an employee can select from when creating an expense claim. It will not remove it from historical claims.

  1. Click the   Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Disable button. 
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, enable or delete. enable is also highlighted
  5. Click the Disable button.
    screenshot of popup asking are you sure you want to enable this expense category. cancel or enable
Delete an expense category

Important

The deleting of an expense category is only available when you have not used an expense category within an expense claim.

  1. Click the   Settings menu.
  2. Click the Expense Categories submenu.
  3. Click the    Actions button.
  4. Click the   Delete button.
    screenshot of expense categories. there is a table with a blue add expense category button at the top. the table then lists the categories by name and shows their tax rates. each has an action button for editing them. this is highlighted in red to show a drop down menu that reads edit, disable or delete. delete is also highlighted
  5. Click the Delete button.
    screenshot of popup to delete category asking are you sure you want to disable this expense category? cancel or disable.

Explore similar topics

  • HR platform: Goals (OKRs) This feature shows you how you can use the Objective, Key Results (OKR) framework to help align and connect all your employees to your company goals.
  • HR platform: Company Values This feature allows you to view the details of each of your organisation's chosen company values, enabling you to see the what your leadership team feels embody the vision and purpose of your business.
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