How do I manage expenses via the HR platform?

Available for the following HR 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.

Getting started

Add your expense categories to your payroll platform

Warning

You will need to add expense categories in your payroll platform first for items to sync to your HR platform. See this article for instructions how to add expense categories in payroll and watch this video.

Daily activities

Filter employee expenses
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Choose from the following filters:
    • Employee.
    • Category.
    • Status.
    • Date range.
  5. Click the Search button.
    Expense__UK__12.jpg
View an employee's expense
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. 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 HR and payroll connected organisations, an expense will sync to your payroll platform once it has been approved in the HR platform. It appears in the Expense Management page and will be paid in the next Pay Run.

  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Approve button.
    Expense__UK__1.jpg
  6. Click the Approve button.
    Expense__UK__2.jpg
  7. Click the Got It button.
    Expense_3.jpg

    Helpful Hint

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

Approve an expense: In bulk

Important

For HR and payroll connected organisations, an expense will sync to your payroll platform once it has been approved in the HR platform. It appears in the Expense Management page and will be paid in the next Pay Run.

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

    Helpful Hint

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

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

Editing and changing data

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

Removing data

Delete an employee's expense
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the Actions button.
  5. Click the Delete button.
    Expense__UK__19.jpg
  6. Click the Delete button.
    Expense__UK__20.jpg

Disable expense sync to payroll
  1. Log into your HR platform.
  2. Click the  Settings menu.
  3. Under Payroll Settings, click the Expense Categories submenu.
  4. 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 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.

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