WFM UK: UI Refresh: Creating Employee Expenses

Overview

If an employee is unable to submit an expense request themselves (see article 'WFM UK: UI Refresh: Submitting Your Own Expenses'), then a manager can do so on their behalf. This article provides guidance for doing this.

Process

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

Fig.1 - Payroll Module

• Select Create Employee Request from the top right corner 

Fig.2 - Create Employee Request

• Search for and select the required Employee to create the expense for
• Select the Expense Claim Date Period that the expense will fall into (to fit usual expense
• Then select Save 

Fig.3 - Expense Claim Date 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

Fig.4 - Expense claim page

• 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 against which the employee is claiming
• 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.5 – Expense Claim Details

• Use the + and - icons to add or remove additional claims
• To delete an individual claim for the period, select the X icon
• Selecting Add Claim will also add an expense line 

Fig.6 – Add Expense Line, Delete Expense Line

• 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.

For guidance on approving/declining employee expenses, please see WFM UK: Approving Expenses

Fig.7 - 'Submit Completed' button