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  2. HR Platform
  3. Pay
  4. HR Classic Platform
  5. Expenses

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Approve, decline, and manage expenses

James Nixon
Updated
EH Content Team

Available for the following plans: Employment Plus, Employment Unlimited
Available for the following HR classic plans: Premium, Platinum
Available for the following user access levels: Manager   , Admin   

The Expense Management feature allows you to review and approve employee-submitted expenses, either individually or in bulk, and approve expenses that require additional information before being processed. You can also mark expenses as paid, download a CSV file of your claims, edit the information provided, and delete any unnecessary submissions.

Warning

Only admins, owners, and users with Custom Security Setting permissions will be able to process expenses created before the 12/11/2024. Managers, admins, owners, and users with Custom Security Setting permissions will be able to process expenses created after the 12/11/2024..

Getting started

Add your expense categories

If you are under Employment Lite, Employment Plus, or Employment Unlimited, you can add new expense categories by contacting our Payroll team.

Warning

If you are using the payroll classic platform, you will need to add expense categories in payroll classic first for items to sync to Employment Hero. See this article for instructions how to add expense categories in payroll classicand watch this video.

Daily activities

Filter employee expenses
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Choose from the following filters:
    • Employee.
    • Category.
    • Status.
    • Date range.
  4. Click the Search button.
    Expense__UK__12.jpg
View an employee's expense
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the View button.
    Expense__MY__13.jpg

    Helpful Hint

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

    Expense__UK__14.jpg
Approve an expense: Individually

Important

For payroll classic connected organisations, an expense will sync to your payroll classic platform once it has been submitted in Employment Hero. It appears on the Expense Management page and will be paid in the next pay run. Once an expense is processed and the payslips are published, the expense locks in the HR platform.

  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Approve button.
    Expense__UK__1.jpg
  5. Click the Approve button.
    Expense__UK__2.jpg
  6. Click the Got It button.
    Expense_3.jpg

    Helpful Hint

    If you are connected to payroll classic, once you have approved an expense, this will automatically sync to your payroll account. Once you see the expense in your payroll classic account, lock the expense in your payroll account so no further changes can take place.

Approve an expense: In bulk

Important

For payroll classic connected organisations, an expense will sync to your payroll classic platform once it has been approved in Employment Hero. It appears in the Expense Management page and will be paid in the next Pay Run. Once an expense is processed and the payslips are published, the expense locks in the HR platform.

  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Select the expenses that need approval.
  4. Click the Actions button.
  5. Click the Approve Selected button.
    Expense__UK__3.jpg
  6. Click the Approve button.
    Expense__UK__4.jpg
  7. Click the Got It button.
    Expense_6.jpg

    Helpful Hint

    If you are using Payroll classic, once you have approved an expense, this will automatically sync to your payroll account. Once you see the expense in your payroll classic account, lock the expense in your payroll account so no further changes can take place.

Ask for further information: Individually
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the View button.
    Expense__UK__5.jpg
  5. Click the Pending via Comment button.
    Expense__UK__6.jpg
  6. Enter a comment or question you would like to send to the employee.
  7. Click the Send Comment button.
    Expense_9.jpg
  8. Click the Got It button.
    Expense_10.jpg
Decline an employee's expense: Individually
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Decline button.
    Expense__UK__7.jpg
  5. Enter the reason for declining the expense.
  6. Click the Decline Expense button.
    Expense_12.jpg
  7. Click the Got It button.
    Expense_13.jpg
Decline an employee's expense: In bulk
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Select the expenses that need declining.
  4. Click the Actions button.
  5. Click the Decline Selected button.
    Expense__UK__8.jpg
  6. Enter the reason for declining the expense.
  7. Click the Decline Expense button.
    Expense_15.jpg
  8. Click the Got It button.
    Expense_16.jpg
Mark an employee's expense as paid: Individually
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Mark as Paid button.
    Expense__UK__9.jpg
  5. Complete the Data of Payment field.
  6. Click the Mark as Paid button
    Expense_18.jpg
  7. Click the Got It button.
    Expense_19.jpg
Mark an employee's expense as paid: In bulk
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Select the expenses that need marking as paid.
  4. Click the Actions button.
  5. Click the Mark Selected as Paid button.
    Expense__UK__10.jpg
  6. Complete the Data of Payment field.
  7. Click the Mark as Paid button
    Expense_21.jpg
  8. Click the Got It button.
    Expense_22.jpg

Editing and changing data

Edit an employee's expense
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the View button.
    Expense__UK__15.jpg
  5. Make the required changes and click the Save button.
    Expense__UK__16.jpg
  6. Click either the Decline Expense, Pending via Comment or Approve Expense buttons.
    Expense__UK__17.jpg
Download employee expenses
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Download CSV button.
    Expense__UK__11.jpg

Removing data

Delete an employee's expense
  1. Click the   Pay menu.
  2. Click the Management submenu.
  3. Click the Actions button.
  4. Click the Delete button.
    Expense__UK__19.jpg
  5. Click the Delete button.
    Expense__UK__20.jpg
Disable expense sync to payroll classic
  1. Click the  Settings menu.
  2. Under Payroll Settings, click the Expense Categories submenu.
  3. Toggle the Sync expenses to payroll button off.
    screenshot of the expense categories page, with a highlight on the sync expenses to payroll toggle button

    Helpful Hint

    You have now disabled the option to sync your expenses to your payroll classic platform. The switch is grey when the sync option is disabled, as shown in the photo below. To enable the feature again, you can simply toggle the switch on.

    screenshot of the expense categories page, with the sync expenses option off

Further information

Helpful tips on using this feature

Below are a few points around who can approve an expense claim:

  • Primary and secondary managers can approve their reports for expense claims.
  • Users with admin access will also be able to approve claims.
  • An admin user cannot approve their own claims.
  • A user with owner access is the exception to this, and they can approve their own claims and all the see all the claim information.
  • When an employee submits an expense claim for approval, only their Primary Manager will receive the notification. If the Primary Manager is on leave, the notification will automatically be sent to the Secondary Manager instead.

ⓘ Don't have access to this feature? Contact our friendly sales team here if you’d like to upgrade your account to gain access to Expense Management with Employment Hero today.

Explore related content

  • How do I manage leave? This feature allows you to approve or decline employee-submitted leave requests, with the ability to see their leave balance and any conflicting leave requests.
  • How do I manage expenses? | VideoThis feature allows you to create a new benefit category, edit the information if it changes, and delete the record if it is no longer relevant.

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