What is the Expenses Module ?
The Expenses Module is where admins can digitalise the expense claims submission and processes of the company. Admins are able to configure Expense Policies for employees to submit claims for, view and manage these claims submissions, configure the approval routings for these claims as well as digitally process these claims for pay out to the employee.
There are several steps admins will have to complete in order to set up the Expense Module:
1. Complete Set Up of People Module - How to Set Up People Module
2. Set Up Approval Routings -
3. Configure General Settings
4. Set Up Expense Policies
5. Import Expense Transactions if needed
6. Understand how to Process Expense Transactions
What are Expense Policies
Expense Policies are the different types of Expenses that employees can claim for, along with their own set of rules, restrictions, and limits. There are 3 Categories of Expenses Policies that Admins can Set Up. All expense categories allow for the admin to configure its eligibility and entitlement according to a wide range of criteria (tenure, gender, job grade, etc). Admin users may also configure custom routing for certain expense types if it does not conform to the default approval routings.
1. Generic
Generic expense type is for straightforward, no-frill expenses, the amount submitted by the employee is the amount reimbursed ( with the exception of a claim limit set by the admin). Admins can set a claiming limit by per transaction or over a period of time. Some examples of generic expense types are parking fees or medical claims.
Eg. Employees can claim up to RM50 parking fee per month
2. Mileage
Mileage type claims calculate the amount employees will receive when they key in the distance travelled on the app. It requires admins to specify the rate per unit of km travelled according to the vehicle types specified.
Eg. Employee can claim RM1/km travelled by car and RM 0.50/km by motorcycle
3. Allowance
The allowance type expense is a time based expense. Admins can configure the rate per night or per day and the app will calculate the reimbursement for the employees according to dates keyed in. Admins can also configure for it to be a limit or entitlement kind of allowance expense. An entitlement expense would mean that employees are reimbursed based on a set rate determined by the company multiplied by the time unit, and for limit expense employees can claim up to the rate multiplied by the time unit.
Eg. Employees can claim RM10/day for lunch allowances. On a 5-day business trip, they will get RM50
Of the 3 expense categories, select the one that matches the company policy requirements and proceed to fill in and configure accordingly. For more information on expenses, you can read: How to edit an expense policy?
If the company is subscribed to the travel module and ties travel requests to expense requests, see "How do I tie a travel request to an expense request?"