QRG Create an Expense Claim as a Payroll User

​

Purpose

​

Steps

​

Create a new Expense Claim as a Payroll User

1. Go to the Assignment record.
   1. To identify an Assignment record from an Employee record, enter the Employee name into the Global Search . (See Figure 1)
      
   2. Select the Employee record from the suggestions provided.
   3. Open the Related tab. (See Figure 2)
   4. Identify the Assignment record(s).
   5. Select the Assignment record.

2. On the Assignment page, locate the Related List Quick Links tab. (See Figure 3)

3. Under the Related List Quick Links tab, select the Expense Claims link. (See Figure 4)

4. To create and complete an Expense Claim, follow steps 5 to 16 in sequence.
5. Under the Expense Claims panel, click on the New button. (See Figure 5)

6. Populate the following required fields on the Expense Claims Manager to provide base details of the Expense Claim record: (See Figure 6)
   1. Assignment
   2. Expense Claim Description
   3. Claim Date
7. Populate the following optional fields as needed: (See Figure 6)
   1. To populate notes that the Employee may have provided for this Expense Claim, populate the field Employee Notes .
   2. To populate notes that the Approver may have provided for this Expense Claim, populate the field Approver Notes .
8. Click on the Create Expense Claim button.

9. A new Expense Claim has been created and will display the Expense Claim number on the top. (See Figure 7)

10. Scroll down to navigate to the Expenses section on the same page, and click on the Add Expense button. (See Figure 8)

11. Populate the following required fields under the Expenses section: (See Figure 9)
    1. Date Incurred
    2. Expense Description
    3. Total Inc Tax
    4. Pay Code
12. Populate the following optional fields as needed: (See Figure 9)
    1. If tax is included in the total Expense value, populate the Taxable checkbox.
    2. If the Taxable (checkbox) is populated as True, populate the value of tax in the Tax field.

13. Now that you have added an Expense, if you need to add more Expense records related to this Expense Claim, click on the Add Expense button again to add a new row and repeat steps 11 and 12. This can be repeated numerous times. (See Figure 10)
    
14. Click Upload Files under the Attachments section to attach any relevant receipts, or use the drag-and-drop feature to upload (see Figure 11).

15. Populate the fields under the Expense Claim Actions section and complete this Expense Claim following the relevant points below: (See Figure 12)
    1. It is recommended to save the changes now. To save the changes so far, which can be edited, added, deleted, submitted, or approved later, click on the Save button.
    2. To submit the Expense Claim for Approval, select the Submit button. This will send a notification to the Expense Claim Approver as detailed in the Assignment requesting their approval.
    3. To approve this claim as a different user, populate the Approved/Rejected By field with the Approver user. If left blank, it will be automatically populated as the current user.
    4. To approve on behalf of someone else, populate the Approved/Rejected on Behalf Reason field. Other fields can be left blank, as it will populate the “Approved/Rejected By” as the Current User and populate with the current date and time. Then, click on the Approve on Behalf button to approve this claim.
    5. To reject this claim as a different user, populate the Approved/Rejected By field with the Approver user. If left blank, it will be automatically populated as the current user. Once populated, click on the Reject button to reject this Expense Claim.
    6. To reject on behalf of someone else, populate the Approved/Rejected on Behalf Reason field only. Users will also be required to enter some comments in the Rejection Comments field, or you will not be able to proceed. Other fields can be left blank, as it will populate the ‘Approved/Rejected By’ as the Current User and populate with the current date/time. Now click on the Reject on Behalf button to reject this claim right now.
    7. If you need to record a different date and time than the current date and time, populate the Approved/Rejected Date fields (Date and Time are separate fields). If left blank, they will be populated with Current Date/Time.

16. Depending on the button you click, a confirmation message will appear. For example, if you click on the Approve button, you will get a confirmation message as shown in the screenshot below. (See Figure 13)

17. Under Expense Claim Header, the Total Expenses and Expense Claim Total Ex. Tax fields will update to reflect a total of all the related Expense records. (See Figure 14)

18. The status of the Expense Claim will change to Approved. (See Figure 15)

19. When an Expense Claim is Approved, the buttons on the Expense Claim Manager page will change to Revert Status to New and Process Transactions. Users can click the Process Transactions button to create the Pay Transactions now, ready for Pay Batch and Invoice processing. (See Figure 16). Alternatively, users can await the scheduled job to create the Pay Transactions.

20. If selecting the button manually, when Pay Transactions have been created successfully, another confirmation message will appear on the top of the screen. (See Figure 17)

21. The Transaction Creation Status of the Expense Claim will change to Processed. (See Figure 18)

​

Field Descriptions

​

Further Information