Managing expense claims

Approve your emmployees' expense claims and include them in their payslips.

Learn by watching

Watch this video on how to manage your employees’ expense claims or read on below.

Managing expense claims

Step-by-step instructions

To reimburse an employee:

  1. Go to your Employee Claims on the left side menu. You will see the details of the submitted expense claims.
  2. Under the Status column, change the status to either Approve or Reject. If you choose to reject an expense claim, you can include a comment section explaining the reasons behind this rejection. Your employee will then be able to revisit this expense claim and resubmit it if they wish to.

What happens when you approve an expense claim

  1. The amount reimbursed will be included in the employee’s next payslip. This reimbursement will appear as an additional line item in Pay runs and its status will be changed to PROCESSING, and your employee will no longer be able to modify it.
  2. Once the associated payslip is marked as PAID, this expense will then appear as PROCESSED.

If you wish to reimburse an expense claim outside of a payroll cycle, in the Pay runs you can delete all line items except the expenses reimbursements line items.