Overview
This article shows how to approve and process employee expense claims in the Payroll module of Workforce Management (WFM).
Process
- Using the side menu, go to Payroll > Expenses > Employee Expenses
Fig.1 - Payroll > Expenses > Employee Expenses
- Use the filters and to search for expense claims from a particular employee or within a specific pay period
- To view an employee’s submitted expenses select View on the far right-hand side of the search results
Fig.2 - Searching for and viewing employee expense
The next screen shows the expense claim status, with a detailed list of the individual submissions for that period.
- To add a comment to a submission, use the Reason for Expense field
- To decline an individual submission from an employee’s request, tick the cross the relevant line in the Expense Claim page (see Fig.4)
Fig.3 - Expense claim with a single submission, 'Reason for Expense' field and cross button to decline
- On the main 'Expense List' page, use the Declined and/or Authorised tick boxes as required
- When all selections are made, select Save
Fig.4 - Declining and Authorising expense claims
Any declined expenses will be removed from the list and authorised ones will be listed under 'Authorised Expenses' on the 'Expense List' page, with a greyed-out 'Authorised' tick - see Fig.5.
Fig.5 - Authorised expense
Processing an Expense Request
Once an Expense Request is authorised, it can be processed (paid out) through the payroll.
- Go to Payroll > Expenses > Employee Expenses
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A search will return a list of Expense Requests within the filters and date ranges selected, and within the Access Level, Location access, and Division access of the user doing the search.
- Tick the Processed box for each Expense Request as appropriate
- Select Save
Any processed Expense Requests will be paid out through the payroll.
Fig.6 – Processing an Expense Claim
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