Expense Claims are submitted by employees when they incur expenses on behalf of the company using their own funds.

For instance, if an employee treats a client to lunch, they can seek reimbursement by submitting an Expense Claim form.

To access an Expense Claim, go to:

> Human Resources > Expense Claims > Expense Claim

1. Prerequisites

1. Employee
2. Department
3. Chart of Accounts

2. How to create a Expense Claim

1. Go to: Expense Claim > New.
2. Select the Employee Name in the ‘From Employee’ field.
3. Select the Expense Approver.
4. Enter the Expense Date, Expense Claim Type and the Amount.
5. Additionally, you can also enter the Expense Taxes and Charges.
6. In Accounting Details, select the Company’s Default Payable Account.
7. Save and Submit.

Set the Employee ID, date, the list of expenses, and corresponding taxes that are to be claimed and “Submit” the record.

Approving Expenses

The employee selects the approver for the Expense Claim, choosing from a list of users designated as Expense Approvers for their Department.

Upon creating a new Expense Claim, if the selected expense approver lacks access to it, the document is shared with the approver with “submit” permission.

After saving the Expense Claim, the employee assigns the document to the approver. Upon assignment, the approving user also receives an email notification. To automate email notifications, Email Alerts can be set up.

The Expense Claim Approver has the authority to adjust the “Sanctioned Amounts” against the Claimed Amount of an Employee. If submitting, the Approval Status should be changed to either Approved or Rejected. If approved, the Expense Claim is submitted. If rejected, the Expense Approver’s comments can be provided in the Comments section to explain why the claim was approved or rejected.

Booking the Expense

On submission of Expense Claim, system books an expense against the expense account and the employee account

User can view unpaid expense claim using report “Unclaimed Expense Claims”.

Payment for Expense Claim

To make payment against the expense claim, user has to click on Create > Payment.

Payment Entry

Note: This amount should not be clubbed with Salary because the amount will then be taxable to the Employee.

Alternatively, a Payment Entry can be made for an employee and all outstanding Expense Claims will be pulled in.

> Accounting > Payment Entry > New Payment Entry

Set the Payment Type to “Pay”, the Party Type to Employee, the Party to the employee being paid and the account being paid from. All outstanding expense claims will be pulled in and payments amounts can be allocated to each expense.

Linking with Task & Project

• To Link Expense Claim with Task or Project specify the Task or the Project while making an Expense Claim

This will update the Project cost with the Expense claim amounts.