WFM: Approving Expenses – Fourth & HotSchedules Customer Success Portal

Overview

This article will show how to approve expenses in the Payroll module of Workforce Management (WFM).

Fig.1 - Payroll Module

Fig.2 - Employee Expenses

The Expense list defaults to ‘All’ when first entered. To search for entries from a particular employee or within a particular pay period, use the search functionality at the top of the screen

Fig.3 - Search employee expenses

This will return a list of the expenses for that employee or within that date period

Fig.4 - Expenses for employeeS within date period

To view the employee’s submitted expenses select View on the far right-hand side of the row

Fig.5 - View expense

The next screen shows the status of the expense request, with a detailed list of the individual submissions for that period

Fig.6 - Expense status

To add a comment to a particular expense, select Comments on the left-hand side of the row

Fig.7 - Add comments

This will bring up a pop-up box where a comment can be entered. To save the comment, select Save

Fig.8 - Edit and save comments

When a comment has been saved to a particular expense an ‘exclamation icon’ will appear next to the ‘View’ link on the far right - see Fig.9

Fig.9 - Exclamation icon appears when the comment has been saved

To decline an individual expense from an employee’s request tick the declined box on the relevant line

Fig.10 - Declining an expense

Once comments have been added where necessary, and any individual requests have been declined, the whole request needs to be Authorised to allow it to pass through to be paid.
Alternatively, if the entire request is to be declined, select Declined from the drop-down.
Select Save

Fig.11 - Authorising an expense

The submission will come up as ‘Authorised’ which will then be sent through to be paid in the next pay run

Fig.12 Authorised expense