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](/hrms/expenses/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](/hrms/expenses/overview).