Create an Expense Claim

  • Updated

The Expenses module allows users to seek reimbursement for out-of-pocket costs. Depending on your assigned role, you can manage your own claims, act on behalf of colleagues, or oversee the entire community's expenditure.

 

Roles and Permissions

  • Create Expenses: Standard access to submit and view your own claims.
  • On Behalf Of Expenses: Allows you to initiate and submit claims for other users within your specific Organization Unit.
  • Community/Expenses Administrator: High-level access to view all expense claims across the institution.

 

Summary of Actions by Claim State

Current StateAvailable ActionsResult
IncompleteCompleteFinalizes the draft and sends the claim into the designated approval workflow.
IncompleteCancelPermanently deletes the draft claim from the system.
DeclinedCopyCreates a new draft claim pre-populated with the data from the declined claim, allowing for quick correction and resubmission.
ApprovedView/AuditThe claim becomes a permanent, read-only record in the system for payment processing and historical auditing.

 

Creating a New Expense Claim

To start a new request, navigate to the Expenses module and select Create.

 

Step 1: Header Information

  • Claim Name: Enter a descriptive title for your claim.
  • On Behalf Of: If you have the "On Behalf Of" role, select the user you are creating this for from the dropdown.

 

Step 2: Adding Expense Lines

  1. Click +Create Expense to add an individual line item.
  2. Fill in all fields marked with a red asterisk (*).
  3. Tax Calculation: If enabled, click the icon in the Tax field to select a rate. Note that the system calculates tax based on the total amount entered (i.e., the amount is tax-inclusive).
  4. Expense Forms: If your community uses specific forms (like a Reimbursement Form), complete the additional required fields.
  5. Click Add to save the line, or Add More to continue adding receipts.

 

Step 3: Submission

  • Submit: Sends the claim immediately into the approval workflow.
  • Save: Places the claim in an Incomplete state, allowing you to finish it later.
  • Cancel: No action taken.

 

Managing "Incomplete" Claims

If you saved a claim for later or need to remove a draft, follow these steps:

  1. Go to the Expenses module and select Filters.
  2. Set the State to Incomplete and click Apply Filter.
  3. Select the expense claim number.
  • To Submit: Select More Actions > Complete.
    • Note: If an "On Behalf Of" claim is incomplete, only the person who initiated it can complete the submission.
  • To Cancel: Select More Actions > Cancel. (Only Incomplete claims can be canceled).

 

Handling Declined Claims

If an approver declines your claim, you do not need to start over from scratch. You can use the Copy function to fix errors and resubmit.

  1. Filter your view by the Declined state.
  2. Open the declined expense claim.
  3. Select More Actions > Copy.

 

  1. The system will create a new draft with the original details. Correct the issues mentioned by the approver and select Submit.