Expense management | Payroll Web Platform

Overview

The expense reimbursement process allows employers to pay back employees who have spent their own money on business-related expenses. When employees receive an expense reimbursement, typically they would not report such payments as wages or income. These types of reimbursable expenses occur when employees travel for work. But can come from other activities related to their employment; for example, certain purchases of work-related supplies or tools.

You can use the Expense Management feature to approve or decline employee-submitted expense claims or submit one for an employee. You can also use this feature to edit an expense claim, filter the displayed results, and delete a record that is no longer required. 

Availability

Payroll Plan:   Essentials   Standard   Premium

Getting started

Adding an employee expense
  1. Click the Expenses menu.
  2. Click the Create Expense Request button.
    Expense__NZ__1.jpg
  3. Complete the following fields:
    • Employee.
    • Description.
    • Line item:
      • Expense date.
      • Expense category.
      • Location.
      • Notes.
      • Tax code.
      • Tax rate.
      • Amount.
    • Attachments.
  4. Click the Create button.
    Expense__NZ__2.jpg
Approving an employee expense
  1. Click the Expenses menu.
  2. Click the Approve button.
    Expense__NZ__3.jpg
Declining an employee expense
  1. Click the Expenses menu.
  2. Click the Decline button. 
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  3. Enter the reason for declining the expense.
  4. Click the Decline button. 
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Maintain

Filtering employee expenses
  1. Click the Expenses menu.
  2. Using the following filters to customise what expenses the platform displays:
    • Employee status.
    • Expense category.
    • Date range.
    • Employee.
    • Location.
    Expense__NZ__6.jpg
Editing an employee expense
  1. Click the Expenses menu.
  2. Click the Edit button. 
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  3. Make the required changes and click the Save button.
    Expense__NZ__8.jpg
Deleting an employee expense
  1. Click the Expenses menu.
  2. Click on the Delete button.
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  3. Click the Delete button.
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