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Table of Contents
Introduction
Your employees have successfully submitted their expense requests via the Approval System module. The approvers did their part 💪 and approved them accordingly. This is fantastic! But how can these expenses be shown in the employees' payslips and get officially 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.
Keep reading to find out what to do next. 😉
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 got approved according to the approval rules set up for expenses in the Approval System module.
Now, we need to add the approved expense to the proper payroll to proceed with the reimbursement. To do so:
Go to Payroll & Leave > Main > Expense Management.
All the approved requests will show in the Approved Claims tab.
The Total selected claims at the bottom left shows how many claims are selected from 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.
Single click on the payroll you have to allocate expenses to and select Send to payroll at the bottom right of the drawer. ☝️
Click 👉 here to find out if you want to claim an expense not in line with the selected payroll posting dates.
Use the 🔍 Search field or the Filters to better locate the needed Payroll.
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 back in the Expense Management screen.
Processed Claims tab
In the Processed Claims tab you can see expense requests sent to a chosen payroll.
In the grid you can see the following columns:
Employee Code: The employee code assigned to the employee in their profile.
Employee Name: It shows the employee's full name.
Pay Item: The pay item chosen when submitting the expense request.
Claim Amount/Unit: The amount and unit for the claimed pay item.
Claim Date: The date the expense occurred.
Paid Value: The value to pay for the claimed pay item according to the amount.
Payroll Processed: The payroll reference selected to claim the expense.
At the top right of the grid, you can also select a date range to show only specific claims and export the current view to Excel using the Export to Excel button.
Check the Payrolls
To see the claims you've just added to a certain payroll:
Go to Payroll & Leave > Payrolls.
Open the needed payroll and select the employee you sent pay items for.
The claimed pay items are visible under the Pay Items tab.
Tick them to include them in the employees' payslips.
🤔 Can You Claim Expenses Outside Payroll Posting Dates?
🤔 Can You Claim Expenses Outside Payroll Posting Dates?
Well, 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.
E.g. An April's approved expense is sent to March's payroll or outside of the 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 April approved expense is submitted to March’s payroll, or outside April’s posting dates, the system will trigger an error message.
A .txt file will be downloaded to show the error's details, the affected expenses and a suggestion on what to do to correct the error.
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