Apply Expense Claims

The "Apply Expense Claims" screen in HRPro's Employee Portal is used to submit and manage expense claims. It allows employees to easily input their expenses, attach relevant receipts, and submit them for approval. This screen streamlines the entire expense claim process, making it efficient for both employees and approvers. Here's a quick overview of its usage:

• Submission of Expense Claims: Employees can enter details of their expenses, categorize them, and attach digital copies of receipts.

• Approval Workflow: Submitted claims are routed to designated approvers for review and authorization.

• Tracking: Employees can track the status of their submitted claims and receive notifications on their approval or rejection.

• Record-Keeping: It provides a centralized location for maintaining and accessing historical expense claim data.

This screen essentially facilitates the entire expense reimbursement process, ensuring accuracy, transparency, and convenience.

Expense Type: Any Expense Type defined in HRPro.

The available Expense Types allowed to be selected for the applicant are determined by

• Visible in WebLeave Application in Expense Type is checked

• No Employee Class is defined in Expense Type or the Employee Class of the Employee is defined in Expense Type

Expense Date: This field represents the date on which the expense was incurred. You can conveniently select "Today" for the current date or "Yesterday" for the previous date.

Expense Description: Details about the incurred expense.

Amount: The total cost of the expense.

Attach Receipt: Available when the "Enable Attachment" checkbox in Employee Portal Setup is checked.

User Defined Fields: Custom fields for Expense Claims Application are defined in the User Defined Fields tab of the Expense Module Setup.

If the "Enable batch submission of Expense Claims Applications" setting is turned on in the Employee Portal Setup, Expense Claims tab, General Functions panel,  the "Submit" button will be replaced with the "Save' and "Save and Next" buttons. 

• Click the "Save" button to save the application, and then use Expense Claims Batch Submission to submit the applications.

• Click the "Save and Close" button to save the application and enter another application. After entering all applications, use the "Save" button and Expense Claims Batch Submission to submit them.