The expense module can be utilized to reimburse expenses incurred by the company. The Supervisor/HOD and the Admin also can assign the claim to an employee. If assigned, it will not have an approval process.
See below for workflow-related information is listed at the bottom of this section.
Employees can claim based on;
- Approved Travel Requests
Select Expenses > Claims > My Claims from the Main Menu, Following which The Expense Claims Screen will appear.
Step 1 - Click the ‘Add’ button on the screen to add an expense claim
Step 2 – Select the basis of the claim and the Local Currency.
Step 3 –If the basis of the claim is selected as 'Approved Travel Request' or 'Project', then select the Travel Request ID or Project name respectively from the drop-down list.
In the summary section, a summary of the expenses made by the employee will be displayed
Step 4 - If there any attachments to be added to the particular claim,the "Attachment" section can be used , by clicking the "Add" icon followed by clicking the upload button.
Step 5 – If the basis is selected as Approved Travel Requests, it shows the requested expenses and allows to submit actual expenses against them. (See Figure below)
Step 6 – Click the Add button in the Expense Details section to add Actual Expenses incurred. Listed below are the multiple templates of expenses with their respective information fields.
Step 7 – Select the Expense Type. Once the type is selected a form will be generated based on the type of expense selected.
Step 8 – Fill the form based on the required fields and click Save Following which the Add Claim Screen will be updated with the relevant information. (See below Figure)
Step 9 – Once all the expenses are added, click Submit. When this is done the created claim request is shown under his/her 'My Claims' section. The User can now see the status of each claim under "Claim Status" column.
Step 1 – Click the Filter button on the top right corner of the screen. This will prompt the Filter Screen as shown below. The user can set the filter as per their preference to narrow down the search.
Watch Video - Add Claim and the approval process