The Expenses – Related Employees page provides Line Managers and Administrators with a centralized interface to review, manage, and process expense claims submitted by their related employees. The page separates pending expense requests from completed requests, supports individual and bulk approval actions, allows managers to request clarifications, and provides analytics for monitoring organizational spending, expense categories, departmental expenses, and budget utilization.

Access Expenses – Related Employees

1. Navigate to Expense Management → Expenses – Related Employees.
2. The Pending Expense Requests tab opens by default.
3. The page displays all expense claims currently awaiting action.

Pending requests include claims with the following statuses:

• Pending
• Resubmitted for Approval
• Request for Clarification

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

Pending Expense Requests

The Pending Expense Requests table displays submitted expense claims requiring review.

The table includes the following columns:

• Employee Name
• Employee ID
• Department
• Location
• Expense Type
• Expense Description
• Amount
• Project
• Cost Centre
• Business Unit
• Billable
• Expense Date
• Attachment
• Status
• Action

The table supports pagination with configurable page sizes of 5, 10, and 25 records. The default page size is 10 records.

Search, Filter and Sort

Managers can quickly locate expense claims using the available tools.

Available features include:

• Search by Employee Name
• Filter by Expense Status
• Apply multiple filter criteria
• Save Filters
• Save Named Queries
• Organize Saved Queries
• Sort records in Ascending or Descending order
• Column-level sorting
• Column-level search
• Reset Filters

The table refreshes automatically whenever filters or search criteria are applied.

Display Settings

Managers can customize the expense table using Display Settings.

Available options include:

• Show or hide columns
• Reorder visible columns
• Restore default column layout

The table refreshes immediately after the selected column configuration is applied.

View Attachments

Each expense claim may include an uploaded invoice or receipt.

To review an attachment:

1. Click View in the Attachment column.
2. The system displays the attached invoice information.

If no attachment exists, the Attachment column displays — instead of a View option.

Approve an Expense Claim

Managers can approve expense claims directly from the Pending Expense Requests page.

To approve a claim:

1. Locate the expense request.
2. Click the Approve (✓) action.

After approval:

• The expense status changes to Approved.
• The request is removed from Pending Expense Requests.
• The request is moved to Expense Request History.
• The employee receives a notification confirming approval.

Only claims with Pending or Resubmitted for Approval status can be approved.

Reject an Expense Claim

Managers can reject submitted expense claims.

To reject a claim:

1. Select the expense request.
2. Click the Reject (✕) action.

After rejection:

• The status changes to Rejected.
• The request moves to Expense Request History.
• The employee receives a rejection notification.

Rejected claims cannot be modified by the manager from the Pending Requests page.

Request Clarification

If additional information is required before approval:

1. Select the expense claim.
2. Click Request for More Details.
3. Enter the clarification details.
4. Submit the request.

The employee receives a notification requesting additional information.

Once the employee updates and resubmits the claim, its status changes to Resubmitted for Approval and it returns to the Pending Expense Requests list.

Bulk Actions

Managers can perform actions on multiple expense claims simultaneously.

Supported bulk actions include:

• Mass Approve
• Mass Reject

Bulk actions are available after selecting multiple expense claims from the table.

Expense Request History

The Expense Request History tab contains all completed expense requests.

This section includes:

• Approved expense claims
• Rejected expense claims
• Historical approval records
• Final expense status

Completed claims are read-only and remain available for future reference and auditing.

Expense Statuses

An expense request may have one of the following statuses:

• Pending
• Request for Clarification
• Resubmitted for Approval
• Approved
• Rejected

The status determines the available actions and reflects the current stage of the expense approval process.