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 is an allowance expense policy


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 up to RM10/day for lunch allowances. On a 5-day business trip, they can claim up to RM50


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?"


To create Allowance Policy


  1. Head to the left panel. Click Expenses > Policies.
  2. Click Create Expense Policy.


  3. Select Allowance from the drop down list.
  4. Click Create Policy.

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

  6. Confirm by clicking Confirm.

  7. Click Expenses > Policies.

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

  9. Confirm by clicking OK to activate the policy.



What to fill in 


Part 1: Policy

  1. Fill in the expense policy name. For example, Daily Allowance Expense Policy.

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

  3. Advanced settings allow you to select multiple currencies, select policy start and end date, select cost centers, travel location (if you want employees to include travel location only or both the from and to location) and adding other desired custom text fields. 

  4. 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. 

  5. 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 Confirmed employees to be able to submit a request for this policy; select confirmed status and uncheck the probation box. This allows only employees tagged as Confirmed to view this expense policy in their app and apply for this expense request.


For example, you only allow employees from Business Development Department to be able to submit a request for your mileage claim; select the organisation. This allows only employees from that department to view this expense policy in their app and apply for this expense request.



Part 3: Rate

  1. This is where you can select if it’s a day or night allowance and whether the policy is an entitlement or a limit.

  2. Set Default Rate (per day).



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.
  4. Choose Group, Select Approval Routing.
  5. Click Confirm.
  6. Repeat this step to add multiple groups of employees.


For example, you have a Travel (Asia) expense that must get approval from CEO's PA 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.