e-HR Expenses Management

This module allows you to claim and approve expenses.
The expenses can be added to projects (if you have the Premium Version)
The Expenses can be added to jobs or tasks or to client accounts
Claiming expenses here kicks-off a process that allows approvals to be given and then, allows the expenses claimed to be added to client accounts and invoices raised appropriately

To view all expenses claims in any company (if you have admin permissions to view all) can be done by clicking on e-HR, selecting the Expense Manager module
This shows the general view of current expenses

Here you can see (because Julia has permissions) three people claiming expenses for different things

If you do not have permissions to view all, you can view your own expenses list by going to MyWorld / My Expenses
The following view list is provided:

Fill in the claim info before clicking on the tab to add specific expenses
When you do add specific expenses, any number of individual items can be claimed here under one info screen.
Just keep adding new items as below:

You can even attach the receipt if you wish by clicking on the cloud icon and uploading it as attachment
The field “Expense type” comes from the Administration dictionary under Administration / e-HR Admin / Dictionaries – This can be any way you like to track what people claim for. Some people way want to separate card and cash. Others may want a full breakdown into “travel, Meals, Books, pens..” etc etc.
When done and all expenses under this claim are added, click on “Save”
A screen as below appears:

Click “Save” if you don’t want to submit for approval right away. This will just sit in you’re my Expenses box until you do
Alternatively, click “save and submit” and the claim will go into the claim process
You can see status of claim at all times

This is set by your company Administrator in Administration / Process and Collaboration / Workflow Manager.
As stated above, this can be as many steps as you wish. However, the basic set up allows for a “Line Manager” to approve Expenses claims first.
Once the line manager has approved, an email is sent to you to confirm your Expenses claim is approved and it will appear on the Expenses reports
In companies where you are the only employee or where no line management has been set, you can “approve” your own expenses in MyWorld as below:
In the below picture you will see that “David Claxton” (MD) has the job to approve the claim

The MD can see all of his workflow and approvals and tasks all in one place in “MyWorld”
This task cannot be deleted, and the MD has also been notified by email that this request has been made.
The email always provides a link to go directly to the request for action.
Clicking on the request brings up an approvals box. More details on the MyWorld Workflow engine that underpins all process and workflow in the system, see MyWorld / Workflows and Tasks in the help wiki documents.
Once the Expenses claim has been approved, then Julia Roberts has made her claim
Note: If NO process is set in Administration, then the claim is approved without approval.

Here is the company Expenses list now showing claim has been “allowed / Approved” and this expense would be logged to whatever person, project or job has been added.