Expense Activities - Submit/Approve Expense Claims

Expense Activities - Submit/Approve Expense Claims

Depending on the access level, same screen allows for:

Employees:
  1. Submit new claim
  2. Submit new mileage claim
  3. Save claims
  4. View saved and submitted claims
  5. Edit saved claims
  6. Upload receipts 

      
      Submit New Claim
                  1. Click on  icon to start new claim
                  2. Employee gets 2 options:
                              a. Expense Claim 
                              b. Mileage Claim


                  3. Fill in respective data and
                              a. Save Expense - to come back again later to review/make amendments and submit
                              b. Save and Submit - Save and submit the expense claim
Expense Approval Manager will get notified via email to review the expense submitted
      Cancel Claim
                 
                  Employees can cancel/delete expense claim if manager has yet to approve/reject
                  To cancel the claim, click on Submitted items, scroll to the right and click on delete icon against the item to cancel the claim


            
Expense Approval Managers:
  1. View submitted claims by employees
  2. Approve Claims
  3. Reject Claims
Respective Expense Approval Managers must be created in the system and allocated to the respective employees.
When employees submits claim, the claim automatically appears within respective managers section for approval.

      Approval/Rejection Process:
                  1. Expense Approval Manager logs in to the system
                  2. Go to Menu - Expenses - Expense Activities
                  3. Will see 3 sections:
                              a. Required Approval - will show the list of items coming from the employees waiting for approval/rejection.
                              b. Saved Expenses - will show the list of expenses saved by manager yet to be submitted to their managers.
                              c. Submitted Expenses - will show the list of items submitted to their respective manager waiting for approval/rejection
                  4. Manager clicks on Required Approval section     
      

                  5. Bottom section will show the detailed information for each expenses

           
                  6. Managers can approve/reject claims 1 at a time by clicking the respective icon against the item

                  7. Or they can select multiple items and approve/reject in bulk


Expense Payment Managers:
  1. View approved claims.
  2. Make payment against the approved claims and mark them as paid.
Respective Expense Payment Managers must be created in the system and allocated to the respective employees.
When approval managers approves the claim, it automatically appears under payment managers to mark the claim as paid when payment is made.
    

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