How to set up Expense Claims?

To set up the Expense Claims in HRPro, follow these steps: 

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

• Define Expense Type: Set up different types of expense claims (e.g., travel, accommodation, meals) that employees can submit. Customize the fields required for each type of expense.

  1. Turn on "Visible in Expense Claims Application".

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

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

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

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

• Set Spending Limits: Define spending limits (Maximum Amount allowed to claim) for different types of expenses to control and monitor expenditures effectively.

• Set Approval Levels: Set the approval workflow by setting up different levels of approvers. For example:

  1. First Level: Line Manager

  2. Second Level: Head of Department

  3. Third Level: Finance Team or Higher Management

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

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

• Turn on Enable Expense Claims Application in the Applicant's EPortal tab in Employee Master.

• If you have an HRPro AI subscription, turn on Enable EPortal AI Expense Receipt Scanner on the AI Assistants tab in System Manager Setup.

• Integrate with Payroll: If applicable, link the expense claims system with the payroll module for automatic reimbursements. 

  1. Define the corresponding Pay Type on the Expense Type. 

  2. In the Expense Module Setup under the General tab, set the Generate Expense Reimbursements option to either the Mid-Month Payroll Batch or Month-End Payroll Batch. 

  3. The approved expense claim amount will be populated to the employee payroll based on the approved date and the expense period of the related payroll period.

• Test the Workflow: Before rolling it out to all employees, test the workflow with a few users to ensure everything is working as expected.

• Train Employees: Provide training and documentation for employees on how to submit expense claims and check their status.

• Monitor and Adjust: After implementation, monitor the workflow and make adjustments as needed based on feedback and usage patterns.

Expense Claims Workflow

For more details on the Expense Claims Workflow, please visit: Expense Claims Workflow.