Approving Expense Claims

Overall Permissions

Depending on how you set up your Expense Claim Approvers, Admin Users, and Employee Users (including the Direct Supervisor of employees) can be selected to be Approvers. You can learn how to turn on Enhanced Expense Claim Approvals here to set up your approval rules. However, please make sure that these approvers have general permissions enabled to approve expense claims.

Admin Users who have permission to approve Expense Claims have this permission turned on in Setup > Users, in the user's permissions under the "Tasks" tab. See here: 

Employee Users who need to be able to approve Expense Claims will need to have this permission ticked on in their 'Edit Employee Details' > ESS Portal tab > Portal Permissions Dropdown:

Notifications

Admin Users: Please note that if you are an Approver, you will receive an email notification in addition to being able to view it on your Admin dashboard (under the Important Notifications widget box).

Likewise, when an expense claim is either approved or rejected, the employee will receive an email advising them of the outcome.

Employee User approvers will also receive email notifications when claims are submitted to them and can see claims waiting to be approved on their ESS Portal homepage as well.

Viewing & Approving Expense Claim Requests

For Admin Users, to view all expense claims submitted by your employees, select Expenses > Requests from the menu on the left-hand side of your admin portal.  This will show you a list of all submitted claims and their statuses.

To approve, reject, or make changes to a claim, an Admin User can select the "Update" button to the right of it, which will take them to the view shown below. Please note this may only be done before an expense claim is approved. 

In this screen, you can select the "Approved" or "Rejected" button to either accept or reject the claim.

Please note that IF the "Reimbursement Amount" is going to be different from the claim amount, you will have to edit it here before clicking either button.

You can also click on any attachments here to check receipts or proof of claim that your employees may have uploaded.

If you have any queries about this claim, you can instantly send an email to the employee by clicking on the "Message Employee" button and typing a short message to them.

Employee User Approvers will see expense claims they need to approve from Expenses > Approvals in their ESS Portal. From there, they can select the "Update" icon for those that need to be actioned.

Reversing/Cancelling an Approved or Rejected Claim

If you are the company account owner (generally the person who created the HR Partner company), then you can revert an Approved or Rejected claim to "Submitted" status again by clicking on "Un-Approve" or "Un-Reject". To revert a claim, you need to "view" it from the list of claims, then within the view screen, the main company admin will see this button in the lower left:

Clicking this will pop up a confirmation, and will revert the claim status to "Submitted" again. 

This will enable the claim to be edited or even deleted by the employee via their portal (admin users can log in as the employee to delete these if necessary).

Marking Expenses as Paid 

Once your accounting team has paid an expense claim, you can mark it as "Paid" in HR Partner by selecting Expenses > Requests, checking the box beside the relevant expense claims, and then clicking on the arrow beside "Bulk Action" and selecting "Mark as Paid" as shown here: