How to manage my expense claims via the HR platform | HR & payroll connected orgs

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 organisation's HR platform is NOT integrated with the Employment Hero Payroll platform, please refer to this article: Managing my expense claims | HR Web Platform.

Availability

HR Plan:   Free   Standard   Premium   Platinum

Getting started

Add an expense claim
  1. Click the   Pay menu.
  2. Under Expenses, click the Expenses submenu.
  3. Click the Create expense claim button.
    screenshot of the my expenses page, highlighting the create expense claim button
  4. Complete the following fields:
    • Date of purchase.
    • Expense category.
    • Cost Centre.
    • Supplier.
    • Additional purchase details.
    • Amount paid.
    • Includes tax of.
  5. 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.

  6. Click the Submit button.
    screenshot of the add expense claim modal, highlighting 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.

Data management

View an expense claim
  1. Click the   Pay menu.
  2. Under Expenses, click the Expenses submenu.
  3. Click the Actions dropdown button.
  4. Click the View/Edit button.
    screenshot of the my expenses page, highlighting the actions and view slash edit buttons for an expense

    Helpful Hint

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

    screenshot of the expense claim modal, showing the details of the expense claim
Edit an expense claim

Important

You will not be able to edit claims already marked as "Paid."

  1. Click the   Pay menu.
  2. Under Expenses, click the Expenses submenu.
  3. Click the Actions dropdown button.
  4. Click the View/Edit button.
    screenshot of the my expenses page, highlighting the actions and view slash edit buttons for an expense
  5. Make the required changes.
  6. Click the Submit button.
    screenshot of the expense claim modal, highlighting the submit button
Delete an expense claim

Important

You will not be able to delete claims already marked as "Paid."

  1. Click the   Pay menu.
  2. Under Expenses, click the Expenses submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
    screenshot of the my expenses page, highlighting the delete button for an expense
  5. Click the Delete button.
    screenshot of the delete confirmation pop up, highlighting the delete button
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