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Manage expenses on the Payroll platform

Updated

Available for the following Payroll plan: Free Payroll, Core Payroll
Available for the following user access levels: Admin

The expense reimbursement process lets employers pay back employees who have spent their own money on business-related expenses.

This article shows you how you can use the Expense Management feature to approve or decline employee-submitted expense claims or submit one for an employee. You can also use this feature to edit an expense claim, filter the displayed results, and delete a record that is no longer required.

Getting started

Add employee expense
  1. Click the Expenses menu.
  2. Click the Create Expense Request button.
    Expenses__UK__1.jpg
  3. Complete the following fields:
    • Employee
    • Description
    • Line item:
      • Expense date
      • Expense category
      • Location
      • Notes
      • Tax code
      • Tax rate
      • Amount
    • Attachments
  4. Click the Create button.
    Expenses__UK__2.jpg
Approve employee expense
  1. Click the Expenses menu.
  2. Click the Approve button.
    Expenses__UK__3.jpg
Decline employee expense
  1. Click the Expenses menu.
  2. Click the Decline button. 
    Expenses__UK__4.jpg 
    A window with the title Decline Expense Request for [the employee's name] will now appear.
     
  3. In the Decline Expense Request for [the employee's name] window, type the reason for declining the expense.
  4. Click the Decline button.
    Expenses__UK__5.jpg

Manage data

Filter employee expenses
  1. Click the Expenses menu.

  2. Use the following filters to customise what expenses the platform displays:

    • Employee status
    • Expense category
    • Date range
    • Employee
    • Location

    Expenses__UK__6.jpg

Edit employee expense
  1. Click the Expenses menu.
  2. Click the Edit button. 
    Expenses__UK__7.jpg
  3. Make the required changes and click the Save button.
    Expenses__UK__8.jpg
Delete employee expense
  1. Click the Expenses menu.
  2. Click on the Delete button.
    Expenses__UK__9.jpg
  3. On the Delete this request window that will now appear, click the Delete button.
    Expenses__UK__10.jpg

     

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