How to setup Expense Claims Workflow?

1. Ensure Enable Expense Module in Expense Module Setup, General tab is turned on and optionally define the User-Define Fields for the Expense Claims Form in Expense Module Setup, User-Defined Fields tab.

2. Define Expense Type in Expense Module.

   • Turn on "Visible in Expense Claims Application".

   • If User-Defined Fields are defined, select which UDF applies to this Expense type.

   • Optionally define the Employee Classes that allowed for Expense Claims in the Employee Class tab. 

   • Optionally turned on Expense Entry Required Attachment to ensure supporting documents must be attached during the application. 

   • Optionally input your company policy for Expense Claims into the Explanation on Employee Portal box. 

   • Optionally define the Maximum Amount allowed to claim for this Expense Type.

3. Define the approvers in Employee Master, EPortal tab. (Select the number of Approver and the Approver order at Approver 1 2 3 4 5 of this expense type).

4. Turn on Enable Expense Claims Application and Enable Expense Claims Approval in Employee Portal Setup, Expense Claims tab.

5. Turn on Enable Expense Claims Application in Employee Master, EPortal tab of the Applicant.

6. Applicants apply Expense Claims in the Employee Portal. Select the appropriate Expense Type, Input the Expense Description and Amount, and optionally attach an attachment(depending on the Expense Type requirement).

7. Approver(s) will receive Email Notification to login to Employee Portal to approve the Expense Claims Application.

8. After the application is approved. A new Expense Entry is created in HRPro.

9. User can print the Expense Claims Report in HRPro for further processing and analysing. 

10. If you wish to create Expense Reimbursements in Payroll, 

• define the corresponding Pay Type on the Expense Type.

• Set Generate Expense Reimbursements to (in Expense Module Setup, General tab) to Mid-Month Payroll Batch or Month-End Payroll Batch.

The Approved Amount of the Expense Claims will be populated to Employee Payroll based on the Approved Date in the Expense Period of the related Payroll Period.