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
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
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.
- Click the Pay menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Approve button.
- Click the Approve button.
- Click the Got It button.
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.
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.
- Click the Pay menu.
- Click the Management submenu.
- Select the expenses that need approval.
- Click the Actions button.
- Click the Approve Selected button.
- Click the Approve button.
- Click the Got It button.
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.
Editing and changing data
Removing data
- Click the Settings menu.
- Under Payroll Settings, click the Expense Categories submenu.
- Toggle the Sync expenses to payroll button off.
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.
Further information
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.