An expense claim is how an employee asks to be reimbursed, and how HR approves or rejects that request. Open Expense Claims, then Expense Claim.

Create a claim

1. Click New Expense Claim. The title is New Expense Claim.
2. Choose Employee. This is required.
3. Set Posting Date. It defaults to today and is required.
4. Leave Status and Approval Status on Draft unless you are correcting a claim you already understand. Status options are Draft, Submitted, Approved, Rejected, and Paid. Approval status options are Draft, Pending, Approved, and Rejected.
5. Set Currency if it should not stay USD.
6. Under Expenses, click Add Row.
7. On the row, enter Expense Claim Type and Amount. Both are required. Expense Date, Description, Default Account, Sanctioned Amount, Cost Center, and Project are optional.
8. Add more rows for other expenses. An empty table says No rows yet.
9. Add Remarks if you need a note.
10. Click Create Expense Claim.

The notice says Expense Claim created. The button then becomes Save. The saved title is Expense Claim plus its number.

Until you save, the form says: Save first to assign people, attach files, add tags, share, and comment. After it is saved, the side panel has Attachments and Attach files. Use that for receipts. There is no receipt column on the expense row.

You can also add Taxes and Charges and Advances. See those sections below.

From an employee record, Connections → Pay and expenses → Expense claims → + opens a new claim with that employee filled in.

Submit, approve, and mark paid

On a saved claim:

1. Click Submit. The notice says Submitted. While it runs, the button says Submitting….
2. Approve and Reject appear after the claim is submitted (or when Approval Status is Pending), and before it is approved, rejected, or paid.
3. Click Approve. The notice says Expense claim approved. Status becomes Approved.
4. Click Mark Paid when you have reimbursed the employee. The notice says Expense claim marked paid. Status becomes Paid. This records the status. It does not transfer money.
5. Click Reject instead of approve when you are turning the claim down. The notice says Expense claim rejected.

The approval amount for each row is the Sanctioned Amount. If that cell is empty, approval uses the Amount. Total Claimed is the sum of the amounts. Total Approved is filled when you approve.

You can still Save after edits. If nothing changed, the notice says No changes to save.

Taxes and Charges

Optional. Click Add Row under Taxes. Account Head and Description are required. Rate, Amount, Total, Cost Center, and Project are optional.

Advances

Optional. Use this when the employee already has an Employee Advance.

Click Add Row under Advances. Employee Advance and Unclaimed Amount are required. You can also enter Advance ID, Posting Date, Advance Paid, Returned Amount, and Allocated Amount.

What you should see

• List title Expense Claims, button New Expense Claim, columns Employee, Posting Date, Claimed, and Status.
• The claim has a status chip.
• A layout toggle can show List or Kanban. Kanban groups by status.
• Sidebar type says Expense Claim.

What can go wrong

• A required field is empty. The notice names it, for example Employee is required, or Expense Claim Type and Amount on a row.
• Submit the expense claim before approving.
• Expense claim is already approved.
• Approve the expense claim before marking paid. Mark Paid stays hidden until the claim is approved.
• Paid claims cannot be rejected.
• Action failed, Submit failed, or Failed to load.
• Save failed. Your edits are still here.
• Approving a claim does not create a salary slip.

Back to Expenses.