Entering expenses
- Kelly Collins
If you have the expenses menu option in your top menu bar, you will be able to enter expenses to be sent off for approval. Within this section will be able to start a new claim, review previous claims and approve claims if you have employees who report into to you. Go to approving expenses.
Within an expense claim you will be able to upload receipts and save your expenses as a draft, allowing you to add to the claim throughout the pay period rather then all at once.
Entering a new claim
In the top menu click on expenses and new claim.
You will see a banner at the top showing the status of the claim, a new claim will show as draft.
Firstly, you will need to enter a claim date. If you have the ability to enter claims for other employees, you can select them in the dropdown.
You must then select a date for the expense line, to be able to choose an expense type.
You have a red dustbin if you wish to remove to the line, or a blue cross if you wish to add further lines.
Depending on the expense type you chose, certain greyed fields will become available. For example, when you choose car park as an expense type it will show the gross amount, once you have entered this, the vat will auto-populate. The vat rate is set by your admin users.
You may have the client dropdown available for you to select. You will also have an upload button enabling you to upload your receipts.
If you chose mileage, you will see the miles, origin, destination, origin postcode, and destination postcode become available for you to enter. The gross amount will auto-populate based on the amount per mile that the company pays you for mileage.
There is a comment section against all expenses types, and you will see at the bottom, a blue line with a total of all expense items you have entered.
You can click save as draft, if you wish to enter further expenses at a later stage, or if completed, click save and submit.
Viewing existing claims
If you wish to view your existing claims, go to expenses in the top menu bar and click my claims.
You will be able to view all your expenses. You can use the arrows to choose ascending or descending, the search bar for a particular date or claim ID. There is a status column and you can then click on the blue claim ID number to go into the claim itself.
Editing a draft expense
An expense that is in draft status, will allow you to make any changes you wish. You can remove existing lines with the red dustbin, and add lines with the blue cross.
Any field can be amended, and receipts can be uploaded. When you are ready click cave and submit.
Submitted and approved claims
A submitted claim means it is still waiting for approval, you will not be able to make a change to this, and a blue banner will show at the top advising it is submitted and locked.
An approved claim will show with a green banner and is locked. This means your expense has been approved and will be processed.
Rejected claims
If a manager rejects a claim it is mandatory that a comment must be written. When you go into the expense you will see the approver's comment.
All fields will be available for you to editing as well as allowing you to upload a new receipt. Once you have made the applicable changes click save and submit to send off for reapproval.
Error message
If you go to your expense page and see the message below, please speak to your HR/Admin department advising them there is no approver assigned to you.
