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.


 

To create a policy for generic expense:

  1. Head to the left panel. Click Expenses > Policies.

  2. Click Create Expense Policy.


  1. Select Generic from the drop down list.

  2. Click Create Policy.

  1. Fill in the required fields. For specific details, refer to the paragraphs below.

  2. Confirm by clicking Confirm.

  1. Click Expenses > Policies.

  2. On the right of the policy, under Status, slide ON.

  1. Confirm by clicking OK to activate the policy.


 

What to fill in:

Part 1: Policy

  1. Fill in the expense policy name. For example, Education and Training Expense Policy.

  2. If you require your employees to provide attachments and description, tick the relevant boxes.




  1. Advanced settings allow you to select multiple currencies, select policy start and end date, select cost centres, adding other desired custom text fields. 
    Note: For Cost Center, select Use Employee's Cost centre if you'd like any claims for this policy to be billed under the applying employee's cost centre. Select Choose Cost centre if you'd like to choose a specific cost centre for any claims for this policy to be billed under, regardless of which organisation the employee is from. 

  2. Custom text fields are optional customised fields you’d like your employees to fill up when submitting a request, for example, employee ID number and more. 

  3. Select the Tag Travel Request and Require Travel Request boxes if you need employees to link this expense policy to a travel request that they’ve submitted for.


 

Part 2: Eligibility


  1. Select Yes, if all employees are eligible to submit an expense request on this policy. 

  2. Select No, and choose the relevant criteria for the group of employees that are allowed to submit an expense request for this policy.


For example, you only want managers to be able to submit a request for your entertainment allowance; select the job band. This allows only employees of certain job band to view this expense policy in their app and apply for this expense request.


 

Part 3: Limit


  1. This is where you can set an expense limit. Select No, if this policy does not have a cap on the amount claimable,

  2. Select Yes, if there is a limit on the amount claimable. For example, your company allows employees to claim a limit of RM200 for local accommodation. This allows employees to claim up to RM200. They will not be able to proceed with the claim if the amount inserted is more than RM200.

  3. You will be able to select whether this limit is accumulated or not. If this claims policy has an accumulated limit, and if yes, whether it is a Monthly accumulated limit, or a Yearly accumulated limit. 
    If No, employees will only be able to claim up to a certain limit per claim, and they submit this claim as many times as they want. 
    If Yes, employees will only be able to submit this claim until they have reached the default limit (over the month, or over the year) 

  4.  Input the specific limit by filling the amount under Default Rate.


 For Example, a Dental Claim has a Yearly accumulated limit of RM500. Employees will be able to many any number of claims that accumulate up to a maximum of RM500. Such as 


RM150 - Scaling 

RM200 - X-Ray 

RM 150 - Consultation 

Limit Reached 


 

Part 4: Approval Routing


  1. Select Yes, if you would like to use the default approval routing as set in Expenses > Settings.

  2. Select No, to set specific approval routings.

  3. Click Add Approval Routing. 


  1. Choose Group, Select Submission period if applicable, and select Approval Routing. 

  2. Click Confirm. 



  1. Repeat this step to add multiple groups of employees.

 

For example, you have a study allowance expense that must get approval from your HR Executive (Learning & Training) after the manager approves. This would require a specific approval routing which is different from your general approval routing for other expenses, you may apply the specific approval routing here. Before that, make sure that the specific approval routing has been added in the Default Approval Routing under Expenses > Setting.