Expense Management
Submit, track, and approve employee expense reports – from receipt capture to reimbursement.
Overview
The Expense Management module provides:
- Employee expense submission with receipt attachment
- Multi-level approval workflow
- Expense categorization and policy enforcement
- Reimbursement tracking
- Expense reports and CSV/PDF export
Available in: Both Full-Time and Scheduling modes.
Expense Categories
Expense categories are configured by your admin in Settings → Dropdowns. Default categories include:
- Travel (flights, hotels, rental cars)
- Meals & Entertainment
- Office Supplies
- Software & Technology
- Training & Education
- Operations & Materials
- Mileage
For Employees – Submitting an Expense
Navigate to Expenses
Navigate to Workflow → Expenses.
Add a new expense
Click Add Expenses.
Fill in the required fields
| Field | Description |
|---|---|
| Expense ID | Auto-generated (e.g., ES0526001) |
| Employee Name | Pre-populated from your profile |
| Reporting Manager | Select your approving manager |
| Expense Title | Brief description (e.g., “Client Lunch — ABC Corp”) |
| Amount | Dollar amount of the expense |
| Expense Date | Date the expense was incurred |
| Category | Select from configured expense types |
| Receipt | Upload photo or file (PDF, JPG, PNG) |
| Description | Additional details about the expense |
Save or submit
Click Save to save as draft, or Submit to send for approval.
Always attach a receipt. Expenses submitted without receipts may be rejected per company policy.
Expense Status Flow
Draft → Submitted → Pending Review → Approved / Rejected
| Status | Description |
|---|---|
| Draft | Saved but not submitted |
| Pending | Submitted, awaiting manager review |
| Approved | Accepted for reimbursement |
| Rejected | Returned — review manager comments |
For Managers – Reviewing Expenses
Navigate to Expenses
Navigate to Workflow → Expenses.
Switch to Privilege View
Switch to Privilege View to see your team’s submissions.
Filter submissions
Filter by Status (Pending, Approved, Rejected) or date range.
Review and take action
Click Actions on an expense to:
- View details and attached receipt
- Approve
- Reject (add rejection notes for the employee)
Expense Reports
Navigate to Reports → Expenses for full expense analytics.
KPI Cards:
- Total Amount submitted
- Approved Amount total
- Pending count (awaiting review)
- Rejected Amount (with count)
Table Filters:
- Filter by Employee
- Filter by Category
- Filter by Status
- Date range (From / To)
Export:
- CSV for payroll or accounting system upload
- PDF for finance team review
Policy Guidelines
Your HR admin configures the following expense policies:
| Policy | Description |
|---|---|
| Spending Limits | Maximum allowed per category |
| Receipt Threshold | Amount above which receipt is required |
| Approval Threshold | Amount triggering second-level approval |
| Mileage Rate | IRS standard or custom rate |
| Per Diem Rates | Daily allowances by location |
Policy violations are flagged automatically when submitting. Contact your HR admin if you need an exception.
Reimbursement Process
Once your expense is Approved:
- Finance team processes the reimbursement
- Reimbursement is included in your next paycheck or direct deposit cycle
- Reimbursement status is tracked in the Expenses module
Best Practices
- Submit expenses within 30 days of incurring them (check your company policy)
- Always take a photo of paper receipts immediately – they fade quickly
- Use specific, descriptive titles (e.g., “Flight to Chicago – Q1 Client Meeting” vs. “Travel”)
- Split large invoices into separate expense reports if they span multiple categories
- Review your company’s expense policy before submitting to avoid rejections
Common Questions
The current form supports one receipt file per expense line. For multiple receipts, either combine them into a single PDF or create separate expense entries.
You’ll be notified. The expense returns to Draft status so you can edit and resubmit with corrections.
Yes – navigate to Workflow → Expenses in Personal View to see all your submissions and their statuses.
Select the Mileage category and enter the dollar amount based on your company’s mileage rate × miles driven. Include the trip details in the Description field.