1"use strict";(globalThis.webpackChunkicehrm_docs=globalThis.webpackChunkicehrm_docs||[]).push([[6453],{287(e,n,i){i.r(n),i.d(n,{assets:()=>o,contentTitle:()=>l,default:()=>h,frontMatter:()=>a,metadata:()=>s,toc:()=>d});const s=JSON.parse('{"id":"expenses/adding-expenses","title":"Submitting an Expense Claim","description":"Employees submit their own expense claims from the Pay & Expenses area, under","source":"@site/docs/expenses/adding-expenses.md","sourceDirName":"expenses","slug":"/expenses/adding-expenses","permalink":"/docs/expenses/adding-expenses","draft":false,"unlisted":false,"tags":[],"version":"current","sidebarPosition":2,"frontMatter":{"sidebar_position":2,"title":"Submitting an Expense Claim"},"sidebar":"tutorialSidebar","previous":{"title":"Expense Categories and Payment Methods","permalink":"/docs/expenses/expense-categories"},"next":{"title":"Multi-Level Approval","permalink":"/docs/expenses/multilevel-approval"}}');var t=i(4848),r=i(8453);const a={sidebar_position:2,title:"Submitting an Expense Claim"},l="Submitting an Expense Claim",o={},d=[{value:"Adding a claim",id:"adding-a-claim",level:2},{value:"Finding a claim in your list",id:"finding-a-claim-in-your-list",level:2},{value:"Viewing a claim",id:"viewing-a-claim",level:2},{value:"Editing, deleting, and re-submitting",id:"editing-deleting-and-re-submitting",level:2},{value:"Related topics",id:"related-topics",level:2}];function c(e){const n={a:"a",admonition:"admonition",h1:"h1",h2:"h2",header:"header",img:"img",li:"li",ol:"ol",p:"p",strong:"strong",ul:"ul",...(0,r.R)(),...e.components};return(0,t.jsxs)(t.Fragment,{children:[(0,t.jsx)(n.header,{children:(0,t.jsx)(n.h1,{id:"submitting-an-expense-claim",children:"Submitting an Expense Claim"})}),"\n",(0,t.jsxs)(n.p,{children:["Employees submit their own expense claims from the ",(0,t.jsx)(n.strong,{children:"Pay & Expenses"})," area, under\n",(0,t.jsx)(n.strong,{children:"Personal > Expenses"}),". The page lists their previous claims with the status of\neach."]}),"\n",(0,t.jsx)(n.p,{children:(0,t.jsx)(n.img,{alt:"Employee expenses list",src:i(1731).A+"",width:"1440",height:"900"})}),"\n",(0,t.jsx)(n.h2,{id:"adding-a-claim",children:"Adding a claim"}),"\n",(0,t.jsxs)(n.ol,{children:["\n",(0,t.jsxs)(n.li,{children:["Click ",(0,t.jsx)(n.strong,{children:"Add New"}),"."]}),"\n",(0,t.jsxs)(n.li,{children:["Fill in the form:","\n",(0,t.jsxs)(n.ul,{children:["\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Date"})," \u2014 when the expense happened."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Payment Method"})," \u2014 how it was paid (see\n",(0,t.jsx)(n.a,{href:"./expense-categories",children:"payment methods"}),")."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Transaction / Ref No"})," \u2014 an optional reference number."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Merchant"})," \u2014 who was paid."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Expense Category"})," \u2014 the type of expense."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Notes"})," \u2014 a short description."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Currency"})," and ",(0,t.jsx)(n.strong,{children:"Amount"})," \u2014 how much it was."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Invoice / Receipt"})," \u2014 upload a photo or PDF of the receipt."]}),"\n"]}),"\n"]}),"\n",(0,t.jsxs)(n.li,{children:["Click ",(0,t.jsx)(n.strong,{children:"Save"}),"."]}),"\n"]}),"\n",(0,t.jsx)(n.p,{children:(0,t.jsx)(n.img,{alt:"Expense claim form",src:i(357).A+"",width:"1440",height:"900"})}),"\n",(0,t.jsxs)(n.p,{children:["The claim is submitted with a status of ",(0,t.jsx)(n.strong,{children:"Pending"})," and waits for a manager or\nadmin to review it. Employees can watch the status change on their Expenses page."]}),"\n",(0,t.jsx)(n.h2,{id:"finding-a-claim-in-your-list",children:"Finding a claim in your list"}),"\n",(0,t.jsxs)(n.p,{children:["Use the ",(0,t.jsx)(n.strong,{children:"All statuses"})," dropdown at the top of your Expenses list to filter by\n",(0,t.jsx)(n.strong,{children:"Pending"}),", ",(0,t.jsx)(n.strong,{children:"Approved"}),", ",(0,t.jsx)(n.strong,{children:"Rejected"}),", or ",(0,t.jsx)(n.strong,{children:"Paid"}),". Clear it to see every claim\nagain. The ",(0,t.jsx)(n.strong,{children:"Search"})," box next to it filters by text."]}),"\n",(0,t.jsx)(n.h2,{id:"viewing-a-claim",children:"Viewing a claim"}),"\n",(0,t.jsxs)(n.p,{children:["Click a claim card (or the ",(0,t.jsx)(n.strong,{children:"View"})," button on it) to open the expense dialog. It\nshows the amount, date, payment method, payee, transaction reference, notes, and\nany receipts you attached \u2014 with a ",(0,t.jsx)(n.strong,{children:"Status History"})," panel on the right that lists\nevery status change, newest first."]}),"\n",(0,t.jsx)(n.h2,{id:"editing-deleting-and-re-submitting",children:"Editing, deleting, and re-submitting"}),"\n",(0,t.jsx)(n.p,{children:"What you can do to a claim depends on its status:"}),"\n",(0,t.jsxs)(n.ul,{children:["\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Pending"})," \u2014 you can still ",(0,t.jsx)(n.strong,{children:"Edit"})," it (the dialog opens with editable fields)\nor ",(0,t.jsx)(n.strong,{children:"Delete"})," it while it's waiting for review."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Rejected"})," \u2014 you can ",(0,t.jsx)(n.strong,{children:"Delete"})," it, or ",(0,t.jsx)(n.strong,{children:"Re-submit"})," it. Click the\n",(0,t.jsx)(n.strong,{children:"Re-submit"})," button to reopen the claim, correct whatever was wrong, and send it\nback for approval. Re-submitting sets the status back to ",(0,t.jsx)(n.strong,{children:"Pending"}),"."]}),"\n",(0,t.jsxs)(n.li,{children:[(0,t.jsx)(n.strong,{children:"Approved"})," or ",(0,t.jsx)(n.strong,{children:"Paid"})," \u2014 the claim is locked; you can view it but not change it."]}),"\n"]}),"\n",(0,t.jsx)(n.admonition,{type:"tip",children:(0,t.jsxs)(n.p,{children:["A rejected claim isn't a dead end. Fix the amount, category, or receipt and\nre-submit \u2014 it re-enters the same approval queue as a fresh ",(0,t.jsx)(n.strong,{children:"Pending"})," claim."]})}),"\n",(0,t.jsx)(n.h2,{id:"related-topics",children:"Related topics"}),"\n",(0,t.jsxs)(n.ul,{children:["\n",(0,t.jsx)(n.li,{children:(0,t.jsx)(n.a,{href:"./approving-expenses",children:"Approving expenses"})}),"\n",(0,t.jsx)(n.li,{children:(0,t.jsx)(n.a,{href:"./expense-categories",children:"Expense categories and payment methods"})}),"\n"]})]})}function h(e={}){const{wrapper:n}={...(0,r.R)(),...e.components};return n?(0,t.jsx)(n,{...e,children:(0,t.jsx)(c,{...e})}):c(e)}},357(e,n,i){i.d(n,{A:()=>s});const s=i.p+"assets/images/adding-expenses-e8f94c4ee1f59af507c8c56d75e18bcc.png"},1731(e,n,i){i.d(n,{A:()=>s});const s=i.p+"assets/images/employee-expenses-list-b04fe85185828355c89eb1cd01a4be6b.png"},8453(e,n,i){i.d(n,{R:()=>a,x:()=>l});var s=i(6540);const t={},r=s.createContext(t);function a(e){const n=s.useContext(r);return s.useMemo(function(){return"function"==typeof e?e(n):{...n,...e}},[n,e])}function l(e){let n;return n=e.disableParentContext?"function"==typeof e.components?e.components(t):e.components||t:a(e.components),s.createElement(r.Provider,{value:n},e.children)}}}]);
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