Contents:
Who approves a claim?
Whoever is named as the expense approver on the employee. If no-one in particular is nominated, then this will default to your Finance and Admin Users.
You will have to select the claims you want to submit and then press 'submit claims'.
Approving or rejecting an expense claim
If we log in as the person responsible for approving this claim, You will see the approval in your To-Do's area...
From this section we can see all the expenses we have been assigned to approve. We will also have received an email to let us know. Just click on the view box under the action header next to the appropriate expense claim to go to the claim approval screen.
We cannot edit the claim at this point. If we are not happy with it we can click the reject link. We’ll need to put a reason for rejection in and the employee will then be notified.
Rejecting an expense claim
If you reject the claim, the employee will be notified on their dashboard AND by email. They will also see the reason the claim has been rejected. This will give them the chance to correct any mistakes and resubmit it. When they look at the dashboard they will see this;
When they click through to the claim they will see the reason for the rejection.
They can now edit the claim by adding and removing expenses until they are happy with it, and then click the submit button again to resubmit the claim.
Approving a expense claim
If you are happy with the claim you can just approve it by clicking the approve claim button. The employee will be told the good news by email!
Paying an expense claim
Paying the employee what they are owed is really a payroll function, so breathe decided not to get involved. However, we recognise that this is a critical bit of the process, so we decided to help where we could.
If you have a single person that processes all payments for employee expenses, you can add their email address in. go to Configure > Settings > Email Notifications
If there is an address in this field, and an expense claim is approved, then the owner of that email address will be sent all the details of the claim with instructions to pay the employee what they are owed.
Once your accounts team have received the expense approved email, they can log into their account and mark the expense claim as paid/ complete.
Assigning an Expense Approver
You can also assign a designated expense approver! Under the employees profile > more tab > permissions default the expense will be sent to the employees line manager to approve, but you can choose a completely different person from here.
Useful Links: