HOW TO USE HR EXPENSE CLAIMS

Transcription

1 HOW TO USE HR EXPENSE CLAIMS

2 Contents HR MANAGER CREATING EXPENSE CLAIMS... 2 Step 1: Locate Expense Claims... 2 Step 2: Add a new Expense Claims Batch... 2 Step 3: Lock And Submit Expense Claim Batch... 4 Step 4: Approve Expense Claim Batch... 5 Step 5: Send Expense Claim Batch To Payroll... 6

3 HR MANAGER CREATING EXPENSE CLAIMS Step 1: Locate Expense Claims From the main menu go to Claims > Expense Claims The Expense Claims screen will look like the example below: This screen will allow the filtering of Batch Expense Claims by Section, Payroll type, Dates to and from, status, or by inputting the specific batch number. Results will be brought back into the panel menu. Step 2: Add a new Expense Claims Batch From the top right-hand side of the screen, click the + Add Batch button The Expense Claims Batch window will open here. Give it a distinguishable Description. The Claims Batch must have the Section completed. The Subsection can either encompass all of the subsections in that Section (using the All selection), or an individual subsection. This will help identify the staff who are submitting expense claims in this Section. This Batch can also add the Payroll (Payroll type), Year and Period. These will help identify when it should be processed when submitted to Payroll. The checkbox will add all employees from the section to this batch. Click Add to continue to the Batch screen:

4 When added the Expense Claim Batch screen will open with the details keyed in to the Add window. In this location the Claim Batch can be modified further and processed: Start by adding an Employee: By typing in a name the system will predict the name, filtered by the Section location and other filters such as the Payroll type: Use the Add button on the right hand side of the employee column to open the details up to be edited: The claims batch can be built up like this, inputting the claims details per employee. The screen will start to look like the example screen below:

5 Step 3: Lock And Submit Expense Claim Batch Click the Lock For Authorisation button The confirmation message box will appear, click Lock here: This will lock the items so they can no longer be edited. It will also set the status of the batch to Waiting For Authorisation :

6 Step 4: Approve Expense Claim Batch Firstly; a claims approver (with Expenses approver role) that has been set up will be able to use the Authorise function below: Please check the confirmation and click confirm when happy: The Expense Claim Batch will then allow the Authorising / Rejecting of the claims: There is the option to Authorise / Reject all claims in the batch: Alternately the approver can authorise / reject individual claims for each employee using the buttons on the right hand side of the claim row In the example, when an item is authorised it will appear green, with a green thumbs up icon: When an item is rejected it will ask for a rejection reason: After the Reject reason is entered and the button clicked, it will appear red, with a red thumbs down icon: The Status will also update with any rejections seen:

7 Note: If the Batch Claims contain any rejections they will not be sent to Payroll. The claimant will have to assess why the claim has been rejected and make amendments or remove the claim, then send again for approval. Only when all have been approved the batch claim can continue to be sent to Payroll. Step 5: Send Expense Claim Batch To Payroll When all expenses have been approved, and there are no rejections, the Submit To Payroll button will be made available. When the Expense Claim Batch has been reviewed and completed, click this button: The confirmation window will appear first: Once confirmed the batch will be submitted to Payroll, updating the claim batch screen with the status set to Submitted To Payroll Approver #1 From the Expense Claims main page it will also change the Status and set the Authoriser: Approver #1