Claim expenses and mileage, and approve claims

Submit an expense or mileage claim, and approve or reject claims as a manager.

Where: web · Who can use it: My Expenses is open to everyone signed in. Expense Approvals needs the timesheets approve permission for the queue and the view-team permission for the summary.

Screens may differ slightly from what you see.

What it is for

My Expenses is where you claim an expense or mileage and see what you are owed. Expense Approvals is where a manager approves or rejects claims.

Who can use it

Everyone sees My Expenses. If the feature is off, you see a notice for "Expenses & mileage" instead. Expense Approvals says "You do not hold the approval permissions." to people without them. It also says you cannot approve a claim you submitted, as a refusal from the server.

How to use it

Submit a claim

1. Open My Expenses and find Submit a claim.
2. Choose expense or mileage.
3. Pick the Date and Category.
4. For an expense enter the Amount (£). For mileage enter the Miles.
5. Optionally add a Receipt reference, a Job, a Description, and choose Reimbursement: Through payroll, or Direct (outside payroll).
6. Untick "Owed back to me (untick for company-paid)" if the company paid.
7. Press Submit claim.

For mileage the page shows the claim value at the current rate per mile. It says the rate is frozen onto your claim when you submit. A later rate change does not alter it.

If your company has receipts switched on, you can attach a receipt photo. If the photo fails to attach, the claim still exists. Use Retry on the claim below.

Check your claims

Your claims lists Date, Type, Category, Miles, Amount, Job, Source and Status, and Receipt when receipts are on. A rejection reason shows under the status. A roll-up by week or month shows claimed and "Approved & payable" amounts.

Approve or reject a claim

1. Open Expense Approvals. Awaiting approval lists claims, oldest first.
2. Check the details, including the receipt thumbnail if receipts are on. Click it to open it full size.
3. Press Approve or Reject. A rejection needs a reason and the claim goes back to the worker.
4. For totals, use Run summary under Reimbursement summary by method. If you cannot view costs, the amounts read "Hidden".

Tips

• Pick a job when the claim is for one. It helps job costing.
• Mileage claims made by the travel-leg tracker freeze their rate when the leg is approved instead.

Things to know

• The receipt reference is stored in the claim description.
• Receipts can be added to your own claims while they are in draft or submitted state.

Related articles

• Fill in and submit your timesheet
• Approve timesheets and check the team week