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Manage my claims via the HR platform

Expense reimbursement allows employers to pay back employees who have spent their own money on business-related expenses.

You can use the My Claims feature to send ‌an expense request for approval, with the ability to specify the date of purchase, amount paid, and supplier, and attach any required receipts. The feature also lets you edit a claim and delete those that are no longer needed.

Important

If your organisation's HR platform is integrated with the Employment Hero Payroll platform, please refer to this article: How to manage my expense claims via the HR platform | HR & payroll connected orgs.

Availability

HR Plan:   Free   Standard   Premium   Platinum

Getting started

Add a claim
  1. Click the   Pay menu.
  2. Under Claims, click the Claims submenu.
  3. Click the Create claim button.
    screenshot of the my claims page, highlighting the create claim button
  4. Complete the following fields:
    • Date of purchase.
    • Claim category.
    • Supplier.
    • Additional purchase details.
    • Amount paid.
    • Includes tax of.
  5. Click the  button or drag the file onto the Upload tile.

    Helpful Hint

    You can upload a PNG, PDF, or JPG file with a maximum file size of 10 mb.

  6. Click the Submit button.
    screenshot of the add claim modal, highlighting the submit button

    Warning

    Once the claim status changes to "Paid," it will be locked. This means you can no longer edit the entry.

Data management

View a claim
  1. Click the   Pay menu.
  2. Under Claims, click the Claims submenu.
  3. Click the Actions dropdown button.
  4. Click the View/Edit button.
    screenshot of the my claims page, highlighting the actions and view slash edit buttons

    Helpful Hint

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

    screenshot of the claim modal, showing the details of the expense claim
Edit a claim

Important

You will not be able to edit claims already marked as "Paid."

  1. Click the   Pay menu.
  2. Under Claims, click the Claims submenu.
  3. Click the Actions dropdown button.
  4. Click the View/Edit button.
    screenshot of the my claims page, highlighting the actions and view slash edit buttons
  5. Make the required changes.
  6. Click the Submit button.
    screenshot of the claim modal, highlighting the submit button
Delete a claim

Important

You will not be able to delete claims already marked as "Paid."

  1. Click the   Pay menu.
  2. Under Claims, click the Claims submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
    screenshot of the my claims page, highlighting the delete button
  5. Click the Delete button.
    screenshot of the delete confirmation pop up, highlighting the delete button
What does the Status column tell me?

In Employment Hero, the expense status refers to the various stages an expense claim goes through from submission to resolution. Here's an explanation of the common statuses you might encounter:

1. Draft

  • The expense has been created but is not yet submitted for approval.
  • Action: Review the details and submit the claim for processing.

2. Submitted

  • The expense has been submitted to the approver or manager for review.
  • Action: The approver needs to assess the claim for accuracy and compliance with company policies.

3. Pending Approval

  • The expense is awaiting action from the designated approver.
  • Action: Follow up with the approver if needed.

4. Approved

  • The expense has been reviewed and approved by the relevant authority.
  • Action: It is now queued for processing and reimbursement.

5. Rejected

  • The expense has been reviewed and rejected, possibly due to errors, non-compliance, or missing documentation.
  • Action: Review the rejection reason, make necessary adjustments, and resubmit the claim if applicable.

6. Paid

  • The approved expense has been reimbursed to the claimant.
  • Action: Verify receipt of the payment.

7. Declined

  • The claim is permanently denied and cannot be resubmitted.
  • Action: Check the decline reason and discuss with your manager or HR if required.

8. Cancelled

  • The expense has been withdrawn by the claimant before approval.
  • Action: None, unless you want to resubmit the expense.

9. Processing

  • The approved expense is currently being processed for payment.
  • Action: Monitor for updates or payment confirmation.

Each status provides insight into where the claim is in the workflow, ensuring clear communication and accountability between employees and management.

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