1. Employment Hero Help Centre (SG)
  2. HR Platform
  3. Pay
  4. Expenses
  5. Managers

How do I manage claims?

James Nixon
Updated
EH Content Team

Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Manager   , Admin   

The Claim Management feature allows you to review and approve employee-submitted claims, either individually, or in bulk, and approve expenses that require additional information before being processed. You can also mark claims 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 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 claims
  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.
    Screenshot of where to click on search
View an employee's claim
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Click the View button.
    Screenshot of where to click on view
  5. You will now see the claim details on your screen.
    Screenshot of the view screen of a claim
Approve a claim: Individually

Important

For HR and payroll-connected organisations, an expense will sync to your payroll platform once it has been submitted in the HR platform. It appears on 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.
    Screenshot of the where to click on the approve button
  6. Click the Approve button.
    Screenshot of the where to click on the approve button
  7. Click the Got It button.
    Screenshot of the where to click on the got it button

    Helpful Hint

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

Approve a claim: In bulk

Important

For HR and payroll connected organisations, a claim 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 claims that need approving.
  5. Click the Actions button.
  6. Click the Approve Selected button.
    Screenshot of the where to click on the approve selected button
  7. Click the Approve button.
    Screenshot of the where to click on the approve button
  8. Click the Got It button.
    Screenshot of the where to click on the got it button

    Helpful Hint

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

Request 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.
    Screenshot of the where to click on the view button
  6. Click the Pending via Comment button.
    Screenshot of the where to click on the pending via comment button
  7. Enter a comment or question you would like to send to your employee.
  8. Click the Send Comment button.
    Screenshot of the where to click on the view button
  9. Click the Got It button.
    Screenshot of the where to click on the got it button
Decline an employee's claim: 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.
    Screenshot of the where to click on the got it button
  6. Enter the reason for declining the claim.
  7. Click the Decline claim button.
    Screenshot of the where to click on the decline claim button
  8. Click the Got It button.
    Screenshot of the where to click on the got it button
Decline an employee's claim: In bulk
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Select the claims that need declining.
  5. Click the Actions button.
  6. Click the Decline Selected button.
    Screenshot of the where to click on the decline selected button
  7. Enter the reason for declining the claim.
  8. Click the Decline claim button.
    Screenshot of the where to click on the decline claim button
  9. Click the Got It button.
    Screenshot of the where to click on the got it button
Mark an employee's claim 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.
    Screenshot of the where to click on the mark as paid button
  6. Complete the Data of Payment field.
  7. Click the Mark as Paid button.
    Screenshot of the where to click on the mark as paid button
  8. Click the Got It button.
    Screenshot of the where to click on the got it button
Mark an employee's claim as paid: In bulk
  1. Log into your HR platform.
  2. Click the   Pay menu.
  3. Click the Management submenu.
  4. Select the claims that need marking as paid.
  5. Click the Actions button.
  6. Click the Mark Selected as Paid button.
    Screenshot of the where to click on the mark selected as paid button
  7. Complete the Data of Payment field.
  8. Click the Mark as Paid button.
    Screenshot of the where to click on the mark as paid button
  9. Click the Got It button.
    Screenshot of the where to click on the got it button

Editing and changing data

Edit an employee's claim
  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.
    Screenshot of the where to click on the view button
  6. Make the required changes and click the Save button.
    Screenshot of the where to click on the save button
  7. Click either the Decline claim, Pending via Comment or Approve claim buttons.
    Screenshot of the where to click on the decline claim, pending via comment or the approve button
Download employee claims
  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.
    Screenshot of the where to click on the download csv button

Removing data

Delete an employee's claim
  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.
    Screenshot of the where to click on the delete button
  6. Click the Delete button.
    Screenshot of the where to click on the delete button
Disable expense sync to payroll
  1. Log into your HR platform.
  2. Click the  Settings menu.
  3. Under Payroll Settings, click the Claim Categories submenu.
  4. Toggle the Sync expenses to payroll button off.
    screenshot of the claim categories page, with a highlight on the sync expenses to payroll toggle button

    Helpful Hint

    You have now disabled the option to sync your claims 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 claim categories page, with the sync claims 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 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.
  • Admins and direct managers will receive expense notifications triggered from Employment Hero. At this stage, it is not possible to edit which admins and managers receive the expense notification emails.  

Explore related content

Related to:

Was this article helpful?
0 out of 6 found this helpful

Comments

0 comments

Article is closed for comments.