How to submit and view expense claims as a staff member
Please note that this article only applies to People+ customers. Please speak to your Account Manager about this module.
The expenses feature allows staff to log and track expenses claims via the Staff Web Portal.
Expense claims can only be made against expense types that are built into the system. For more information on configuring expense types, please click here.
Expenses are logged/viewed from Self-Service > Expenses;
The page will always open on the current month, but the date selector can be used to view past expense claims for previous months. The page is split into three sections - Approved, Pending and Declined. Approved will show any claims that have been approved, Pending will show any claims that have been submitted but not yet approved and Declined will show claims that have been submitted and declined.
To add a new claim, click the Add New Claim button;
This will open the following screen;
Enter;
- Date of claim - this can be amended by clicking on the calendar button next to the date/time.
- Type - this is a drop down selection of pre-configured expense types.
- Amount - enter the amount of the claim. Note - each expense type has a limit assigned to it.
- Notes - any notes about the claim to help the administrator/line manager in approving a request.
- Receipt - a receipt can be added to an expense claim by clicking 'Browse' and selecting the relevant file from your computer
Once submitted, the claim will show in the Pending section of the Expenses page. To remove/delete the pending claim, click the small red cross next to the claim;
Once approved, the claim will move to the Approved section and the staff member will receive an email confirming the approval. The date the claim was approved will also be shown.
If a claim is declined for any reason, the claim will sit in the Declined section at the bottom of the page, along with the reason for declination. The staff member will also receive an email advising them of the declination;
