Expense Claims

The Expense Claims page enables employees to create, manage, and track their expense claims throughout the approval lifecycle. Employees can submit new expense claims, monitor their approval status, edit or withdraw pending claims, respond to clarification requests, and review completed claims after they are approved or rejected.

Access Expense Claims

1. Navigate to Expense Management → My Expense Claim.
2. The Expense Claims tab opens by default.
3. The page displays all expense claims that are still in progress (not Approved or Rejected).

The table includes the following columns:

• Expense ID
• Date
• Date of Re-submission
• Project
• Cost Centre
• Expense Type
• Amount
• Attachment
• Status
• Action

If no claims exist, the system displays “No records found.”

Submit a New Expense Claim

1. Click New Expense.
2. The Submit New Expense form opens.
3. An auto-generated Expense ID is displayed.
4. Enter the required information:
   • Expense Type
   • Expense Date
   • Country
   • Project
   • Cost Centre
   • Currency
   • Amount
5. Upload the invoice.
6. Click Submit Expense.

After successful submission:

• The expense is saved with the status Submitted.
• The form closes automatically.
• The new claim appears at the top of the Expense Claims list.
• The claim becomes available for administrator review.

Expense Details

Each expense claim may include the following information:

• Expense ID
• Title
• Description
• Expense Date
• Amount
• Currency
• Category
• Status
• Location
• Employee ID
• Company Employee ID
• Employee Name
• Business Unit
• Resubmission Note (when applicable)

The Expense ID is generated automatically, while required fields include details such as the title, expense date, amount, currency, category, employee ID, and status.

Search and Manage Claims

Employees can manage their expense claims using the toolbar.

Available functions include:

• Search by Expense ID, Expense Type, or Project
• Filter by Status
• Sort records
• Reset filters
• Pagination
• Change records displayed per page (5, 10, or 25)

The table updates automatically based on the selected criteria.

Edit an Expense Claim

Employees can edit claims that are still in progress.

When Edit is selected:

• The claim opens with its existing information.
• Employees can update the details.
• Saving the changes updates the claim without changing its current status.

If mandatory information is missing, validation errors are displayed and the claim cannot be saved.

Respond to Clarification Requests

If an administrator requests additional information:

1. The claim status changes to Requested for more Details.
2. Click Edit.
3. Update the required information.
4. Upload a new invoice.
5. Submit the claim again.

After resubmission:

• The claim status changes to Resubmitted for Approval.
• The resubmission date is recorded.
• The employee receives confirmation that the claim has been resubmitted.

Delete an Expense Claim

Employees can delete expense claims that are still in progress.

1. Click Delete.
2. Confirm the deletion.

Once confirmed:

• The claim is permanently removed.
• The claim is removed from both the employee and administrator views.

If the confirmation is cancelled, no changes are made.

Claim Approval Process

After submission, an administrator reviews the claim.

The administrator may:

• Approve the claim
• Reject the claim
• Request clarification

Once approved or rejected:

• The claim is removed from the Expense Claims page.
• The claim becomes read-only.
• The claim is available in Claim History for future reference.

Claim Statuses

An expense claim may have one of the following statuses:

• Submitted
• Requested for more Details
• Resubmitted for Approval
• Approved
• Rejected

The current status indicates the stage of the approval process and determines whether the employee can modify the claim.

Validation and Error Handling

The system validates all mandatory fields before submission.

Validation includes:

• Expense Type
• Expense Date
• Country
• Project
• Cost Centre
• Currency
• Amount
• Invoice attachment

If any required information is missing:

• An inline validation message is displayed.
• Submission or resubmission is prevented until the errors are corrected.