Expense Claims Workflow

The "Expense Claims Application" in the Employee Portal allows employees to submit their expense claims online. Here are some key functions:

1. Online Submission: Employees can easily submit their expense claims from anywhere, at any time.

2. Receipt Upload: Employees can upload receipts and other supporting documents for their claims.

3. Status Tracking: Employees can check the status of their submitted claims (e.g., pending, approved, rejected).

4. History Access: Employees can access a complete history of all their submitted expense claims for better tracking and reporting.

5. Notifications: Employees receive notifications about the status of their claims and any required actions.

This application streamlines the expense claims process, making it more efficient and user-friendly for employees.

Workflow

1. Accessing the Portal

• • Employee logs into HRPro's Employee Portal.

2. Initiating a New Claim

• Navigate to the "Expense Claims Application" section.

• Click on "Apply Expense Claims" to start a new expense claim.

3. Entering Claim Details

• Fill out the required fields such as expense type, date, amount, and description.

• Upload receipts and any other supporting documents.

4. Submitting the Claim

• Review the entered details to ensure accuracy.

• Submit the claim for approval.

5. Initial Review

• The claim is routed to the employee's immediate manager or designated approver.

• The manager reviews the details and supporting documents.

6. Approval or Rejection by Manager

• Manager either approves or rejects the claim:

  • If Approved: The claim moves to the next stage.

  • If Rejected: The employee is notified and may need to provide additional information or correct errors.

7. Batch Submission (If Applicable)

• • If multiple claims are being processed together, they are submitted in a batch for efficiency.

8. Application on Behalf (If Applicable)

• • Managers or authorized personnel can submit claims on behalf of employees, following similar steps.

9. Final Approval

• The approved claims are forwarded to the final approver (usually they are higher-level management or the finance team) for final approval.

• They review for compliance and budget considerations.

10. Approval or Rejection by Final Approver

• Final Approver gives the final approval or rejects the claim:

  • If Approved: The expense claim is processed for reimbursement.

  • If Rejected: The employee and manager are notified with reasons and necessary actions.

11. Status Updates

• • Throughout the process, the employee can check the status of their claim in the "Expense Claims Application Status" section of the portal.

12. Reimbursement

• • Once fully approved, the claim is processed, and the reimbursement is issued to the employee.

13. Expense Entry

    • Once the application is approved, a new expense entry is created in HRPro.

This workflow ensures that expense claims are processed efficiently and with appropriate checks and balances.