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Configure Expense Requests in the Approval System

Find out how settings for Expense Requests work in the Approval System module.

Written by Serena Santamaria

Table of Contents

Overview

Companies usually need to define who can claim certain expenses and who cannot. That’s exactly what the Expense Settings in the Approval System module are for.
But wait, have you created your expense pay items yet? If not, please do so. This is what makes them visible and ready to be set up in the Expense Settings screen.
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Create expense pay items

Once that’s done, you’ll find additional options in the General Settings drawer to help you further refine your overall expense approval process.

Keep reading to find out more. 👇
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Configure Settings for Expense Approvals

After creating pay items specifically for expenses, they'll show automatically as a setting line in the Expense Settings. You can then decide to configure each line separately or in bulk.

Single Line Settings

  1. Go to Approval System > Expense > Settings.

  2. Click on the ✏️ Edit icon to the far right of a pay item's setting line.
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  3. The Expense Settings page will show. Toggle the following switches on or off as needed:

    • Active: switched on by default. When inactive, no-one will see the pay item when trying to submit expense requests.

    • Block claims beyond limit: when active, it prevents employees from submitting requests exceeding the limit set for a selected pay item.

  4. Go to the Applicable to section to start setting conditions:

    1. Select an employee-related field, (e.g. Cost Centre, Department) from the Field dropdown. This forms the basis of the condition.

    2. Click on the ✏️ pencil icon, or type in the Value field.

      1. A list will show in a drawer on the right. Tick the needed values and click on Select to confirm and go back to the previous screen.
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  5. Click on the circled plus icon ➕ to create another setting line. (This lets you build a more complex condition and make the pay item available for different categories, like Cost Centre A, B, and C, or Department X.)
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  6. Tick the 'Applicable to all employees checkbox' to set the pay item as claimable by all employees.
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  7. At the bottom right of the page, click on:

    • The Save Settings button to save the Expense settings. Or;

    • The Save and Set Rules link to save the settings and be redirected to the Rules section to keep configuring your expenses.
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Bulk Settings

Using the Bulk Assign Settings button in the bottom-right corner, you can apply the above steps (3-8) to all the selected setting lines on the Expense Settings page.
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Once you're back in the Settings page, a yellow message in the bottom left corner reads: 'These settings will only apply for the selected [x] pay items. Previously saved settings will be overwritten'.
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Expense General Settings

In the Expense Settings screen, click on the General Settings button at the top right of the page.
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A drawer form opens on the right. It contains settings identical to that used in Overtime General Settings, but for expenses. Click 👉 here to check them out.

⚠️ Attention: Any settings configured in the Approval System will only apply to the currently selected company. Make sure to select the correct company from the company dropdown before editing any of the Approval System's settings.

Related Articles
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​Introducing the Approval System

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