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Table of Contents
Introduction
Your employees submitted their expense requests via the Approval System and the approvers did their part 💪 and approved them. Great! But how can these expenses be shown in the employees' payslips and be reimbursed? 🤔 The Expense Management feature allows you to send approved expense-related pay items to a selected unfinalised payroll.
To access the Expense Management feature, go to Payroll & Leave > Main > Expense Management.
📋 Note: The Expense Management feature is visible in the Payroll module only if the HR_ExpenseManagement_SendToPayroll permission is assigned.
Sending Expenses to Payroll
Let's say an employee submitted an expense request for €300 worth of equipment purchased to work from home. The request was then approved according to the approval rules set up for expenses in the Approval System.
Next, to proceed with the reimbursement we need to add the approved expense to the proper payroll.
Go to Payroll & Leave > Main > Expense Management.
All the approved requests will show in the Approved Claims tab, with the Total selected claims shown on the bottom left of the grid.
Click on the Choose Payroll button at the bottom right corner of the grid.
The Select open payroll drawer will open on the right. Click on the payroll you need to allocate expenses to, then select Send to payroll at the bottom right of the drawer.
The request has now been sent to the selected payroll and won't show in the Approved Claims tab anymore.
⚠️ Important: Once requests are sent to payroll, they can't be reverted.
The expense request will now appear in the Processed Claims tab in the Expense Management screen.
💡Good to know
You can use the 🔍 Search or Filter functions in the top right of the grid to help you find a specific payroll.
The Processed Claims Tab
Expense requests that have been sent to a particular payroll are shown in the Processed Claims tab.
You'll see the following columns in the grid by default:
Employee Code: the employee code of the claiming employee.
Employee Name: the full name of the employee claiming the expense.
Pay Item: the pay item chosen when submitting the expense request.
Claim Amount/Unit: the amount being claimed for the Pay Item.
Claim Date: the date the expense occurred.
Paid Value: the amount reimbursed for the expense. ⚠️ This may be the full or partial value of the Claim Amount/Unit.
Payroll Processed: this is the reference of the payroll the expense claim has been processed with.
At the top right of the grid, you can select a date range to show claims for a period of time, and export the current view to Excel using the Export to Excel button.
Checking the Payrolls
To see the claims you've added to a payroll for an employee:
Go to Payroll & Leave > Payrolls.
Open the required payroll and select the employee.
In the middle part of the screen, click on the Pay Items tab. The claimed pay items are visible here, tick them to add them to the employee's payslips.
🤔 Can You Claim Expenses Outside Payroll Posting Dates?
🤔 Can You Claim Expenses Outside Payroll Posting Dates?
This depends on the Disable date validation for basic hour, pay items and overtime setting being ticked or unticked in Payroll & Leave > Settings > Payroll > Calculation Settings.
✔️ Ticked: You can claim expenses regardless of the payroll's posting dates, as long as the payroll is unfinalised.
E.g. An approved expense dated April is sent to March's payroll, or any payroll outside of April's posting period. No error message is triggered.
⬜ Unticked: You can only claim expenses tied to the relevant payroll's posting dates.
E.g. An approved expense dated April is submitted to March’s payroll, or any payroll outside April’s posting dates, so an error message is triggered.
A .txt file will be downloaded to show the error's details, the affected expenses and suggested actions to correct the error.
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