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Expense management features via HR and payroll classic

Updated

Available for the following plans: Plus, Engage, Elite, Unlimited
Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin

There are many features in our product offerings that relate to expense management. We have built these feature options to cater to the many roles in your business that need involvement in the expense reimbursement process.

Need to know where an employee can go to submit expense claims, or where a manager can go to approve it? This article helps guide you to the various features that your organisation can leverage to manage expenses by role so you can choose the options that best fit your business.

Employees

Feature HR Classic Payroll Classic Employment Hero Work
Add an expense claim.    
View their expense claims.    
Edit an expense claim.    
Delete an expense claim.  

Managers

Feature HR Classic Payroll Clasic Employment Hero Work
Submitting expense claims for an employee.      
Approving expense claims individually.  
Approving expense claims in bulk.    
Request further information individually.    
Request further information in bulk.    
Declining expense claims individually.  
Declining expense claims in bulk.    
Mark expense as paid individually.    
Mark expense as paid in bulk.    
Downloading expense claims.    
Filtering expense claims.  
Viewing an employee's expense claims.    
Editing an employee's expense claim.  
Deleting an employee's expense claim.  

Further information

Why can't my employees see expenses?

You need to ensure that you have enabled expenses as a menu item in the Employment Hero web platform. To action this, an account admin will need to follow the below instructions:
 

  1. Log in to the Employment Hero web platform. 
  2. On the left-hand side menu, click on Settings.
  3. Click on Menu.
  4. Tick the Expenses check box.
    tick the expenses option
  5. Click Save at the bottom of the screen.
    tick the expenses option then click on save
  6. Now your employees will have access to expenses in Employment Hero and the Employment Hero Work app.
How can I turn off expenses in my account?

If you want to remove expenses from your Employment Hero account, you will need to remove it as a menu item. An account admin will need to follow the steps below:

  1. Log in to the Employment Hero web platform. 
  2. On the left-hand side menu, click on Settings.
  3. Click on Menu.
  4. Untick the Expenses check box. 
    untick the expenses menu option
  5. Click Save at the bottom of the screen. 
    untick the expenses menu option then click the save button
  6. Now your employees will no longer be able to see expenses in Employment Hero and the Employment Hero Work app.
Why can't my employees see the correct expense categories in their accounts?

If your employee cannot see the expense category that they wish to use on their account, try to re-sync from payroll to ensure the expense categories on payroll match the available expense categories on Employment Hero. See this article for full details.

If you use Employment Hero only (not attached to a payroll account), then you will manage the expense categories from within the Settings section of Employment Hero. see this article for further details.

Explore related content

  • Submit expense claims Expense reimbursement allows employers to pay back employees who have spent their own money on business-related expenses.
  • Review expense claims The Expense Management feature allows you to review and approve employee-submitted expenses.

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