Submitting Expense Claims

Submitting an Expense Claim

HR Partner allows you to enter an expense claim that can be sent to your supervisors or administrators for approval. Depending on how your company has set up your ESS portal dashboard, you may have an Expense Claim shortcut to kick off the process.

If you do not see the Shortcuts widget, you can enter a new claim by going to the Expenses module in the left-hand menu of your employee portal when you are logged in. Then, select the 'Claims' option.

This will show you a list of all expense claims that you have made in the past. On this screen, you can edit any claims that you have made in the past that have not yet been approved. Once approved, though, you cannot make any changes to the claim; however, you can still view them.

You can enter a new claim by clicking the 'Add Expense Claim' button on the top right.

Here is a description of the fields on this form:

Application Will Be Sent To (or Send Claims To)	This is who you will be sending the claim to. If your company has Expense Claim Approval Rules in effect, this form will show who will approve your Expense Claim Request. Otherwise, you can choose one or more admin users in your company who will receive this claim to approve.
Expense Claim Date	This is the date at which the expense was incurred. It doesn't have to necessarily be today's date. You can enter back-dated expenses at any time.
Currency Unit	This is where you can select the appropriate currency for your expense claim request.
Description	This is a short description of the claim that needs to be able to give the person approving it a quick understanding of what this claim is about.
Comments	If you need to explain this claim in a longer format, then please use this area to do so (not required).
Category/Details/Amount	This is where you will split your claim across multiple cost categories. There may already be some default categories here, and you can select the dropdown to apply the appropriate category per line.
Projects	If applicable, you can tie this expense claim request to a Project, and if your company has turned this feature on.
Add a New Line	Selecting this option will add a new line to this expense claim in the event you need to submit more than one expense item. You can add or change lines as required. You can remove lines by clicking the little red 'trash' icon to the right of the line. You can add lines by clicking the 'Add A New Line' button below the existing lines.
Reimbursement Required	Tick this box if you require a reimbursement for this particular claim. (Defaults to ON).
Upload Receipts	If you have scanned copies of images or photos of them, you can upload them here as further proof of your claim. TIP: If you are entering the claim using your phone, you can tap in the grey box and take a photo with your device immediately to upload it here.

Once you have finished entering your claim, you can click on 'Submit Claim' to send it in. The designated Approver(s) will get an email notification letting them know there is a new claim to be looked at. As soon as they approve (or reject) it, you will get an email back yourself.