WFM UK: UI Refresh: Submitting Your Own Expenses

Overview

Sometimes employees are required to spend their own money on work-related activities, e.g. parking, travel, accommodation costs, etc. This money can then be reimbursed to employees via expense claims.

This article shows how an employee can create their own expense claims within HR & Payroll (formerly known as People System).

If creating expense claims for other employees, please see INSERT ARTICLE LINK HERE -WFM UK: UI Refresh: Creating Employee Expenses

Creating an Expense

• Using the side menu, go to Payroll > Expenses > My Expenses

Fig.1 - My Expenses

• Select the Create an Expense Request link from the top left of the page
• Enter the dates for the period in which the expenses fall in, e.g. if expenses are paid on a monthly basis, enter the date that the period starts and ends 
• Select Save

Fig.2 - Entering Expenses Period

The ‘Expense Claim’ page will display.

• Select the required Expense Type from the drop-down menu
• Select the Date of Expense by using the calendar icon

If the required Expense Type is not available, please liaise with your Fourth contact to have it added.

Fig.3 - Selecting Expense Type and Date

• If there is a receipt that exists to be submitted to accounts, tick the Receipt box 
• Enter the total Amount to be claimed
• Select the correct Location which the employee is claiming against
• Enter a Reason for the expense, e.g. cost of train travel to attend a training session
• Select Save in Progress if there are more claims to add to this period

Fig.4 - Expense Claim Details

• To add an additional claim to the period once it is open, select the + icon to insert another expense row
• To remove a row, use the – icon
• To delete an individual claim for the period, select the X icon
• Selecting Add Claim will also add an expense line 

Fig.5 - Adding an Additional Claim and Save Progress

• When the submission is complete, select Submit Completed 

From this point, it can no longer be edited and will be sent to the Line Manager for approval to be paid. Please make sure all details are correct before submitting.

Fig.7 - Submit Completed Option 

All records of expense claims are recorded on the system. To search for previous claims, use the search criteria at the top of the list in My Expenses.

Fig.8 - Search Criteria in My Expenses