© 2020–2023 1st Money Platform (GB) Ventures. All rights reserved.
 

Cookies help us run our services and make them more tasty. We've posted the full recipe on our Privacy Notice.

Whoa! Wait a minute ... how do I change my cookie settings?

Click "Got it" if you're OK with cookies...

Got it
 

Expense claims

Submitting expense claims1:39
Submitting expense claims
Resubmitting expense claims1:20
Resubmitting expense claims
Approving expense claims1:23
Approving expense claims
Declining expense claims0:43
Declining expense claims
Ways of adding expense claims1:31
Ways of adding expense claims
Deleting an expense claim0:55
Deleting an expense claim
6 videos, with playing time of 7 minutes


 

Submitting expense claims1:39

"How do I submit an expense claim for approval?" 

To submit an expense claim for approval: 

  1. Click through to: > Menu > Expense claim 
  2. Enter the amount you're requesting. 
  3. Then click: Next 
  4. You can add notes to help your payday admin know why you're requesting this expense. 
  5. You can choose one from the list, or type one yourself. 
  6. When you're finished, click: Next 
  7. If you've got an image, like a receipt, that you'd like to include, you can attach it here. 
  8. When you're all finished, click: Next 
  9. Review your expense, then click Ask to approve when you're ready to email it to your payday admin. 

And that's it, your expense claim's submitted! 

"What happens when the payday admin gets my request?" 

Now your payday admin will get an email asking them to approve this expense. 

"How'll I know when my expense's approved?" 

Once your payday admin's approved your expense: 

  1. You'll also get an email. 
  2. Just click See expense to open it. 
  3. Once it's been approved and paid, you can see your expense on your paystub. 
  4. Just click the "See on paystub" button with the circles. 

And that's how you know you'll get paid back on payday for the cost of the expense! 

Updated: Fri, Jan 13, 2023. Keywords: reimburse, repay, recompense. Headings: `How are out-of-pocket expenses repaid?`, `How do I ask for a reimbursement on an expense I paid?`
 

Resubmitting expense claims1:20

"How do I resubmit an expense claim if it wasn't approved by my payday admin?" 

If your payday admin decided not to approve your expense claim, you'll get an email letting you resubmit it. 

To get started: 

  1. Click: Edit for resubmit 
  2. Add your reason why the payday admin should reconsider approving your expense claim. 
  3. When you're finished, click: Save 

"What happens when the payday admin gets my request?" 

Now your payday admin will get an email asking them to approve this expense. 

"How'll I know when my expense's approved?" 

Once your payday admin's approved your expense: 

  1. You'll also get an email. 
  2. Just click See expense to open it. 
  3. Once it's been approved and paid, you can see your expense on your paystub. 
  4. Just click the "See on paystub" button with the circles. 

And that's it! That's all you need to know for resubmitting expenses! 

Updated: Fri, Jan 13, 2023. Keywords: reject, decline, review, submit. Headings: `What can I do if my expense wasn't approved?`, `Can I resend my declined expense?`, `How do I get my expense approved after it was declined?`
 

Approving expense claims1:23

"How do I approve an expense claim?" 

When an employee requests an expense claim, you'll get an email asking you to approve it. 

  • To decline a request, you'd just have to click: Not approved 
  • Alternatively, if you wanted to adjust the request, you'd click the small "Edit request" link. 
  • However, in this example we're just going to go ahead and click: Approved 

"How'll my employee know if their expense's been approved or not?" 

Now your employee will get an email saying you've approved their expense. 

Alternatively, if you clicked "Not approved", the employee will instead get an email letting them resubmit their request back to you again. 

On payday, if there're still any items that haven't been approved, we'll show them to you like this. 

You can complete expenses on the spot while finishing payday by just clicking Approved or: Not approved 

And that's it! That's all you need to know for approving expenses! 

Updated: Fri, Jan 13, 2023. Keywords: reject, review, submit. Headings: `What do I do with an expense claim request?`, `What happens if I forget to approve an expense claim?`
 

Declining expense claims0:43

"How do I decline an expense claim?" 

You'll get an email whenever an employee requests an expense. 

To decline this expense, click: Not approved 

"How'll my employee know if their expense's been approved or not?" 

Now your employee will get an email saying you've marked their expense as "Not approved", and letting them know they can resubmit their request, by clicking: Edit for resubmit 

And that's it! That's all you need to know for declining expenses! 

Updated: Fri, Jan 13, 2023. Keywords: review. Headings: `What happens when I click "Not Approved" on an expense?`, `Can I reject an expense claim?`, `Do employees get an email when I don't approve their expense?`
 

Ways of adding expense claims1:31

"What're the different ways to add an expense claim?" 

 

The first way. Choosing a person from the list. 

You can get started by: 

  • Clicking "Expense claim" on the home screen. 
  • Or, alternatively, click through to: > Menu > Expense claim 

If you're an admin, you'll be shown a list of people you can choose to add a new expense claim to. 

 

The second way. Adding expenses to a specific person. 

Alternatively, to add an expense claim to a specific person: 

  1. Click: Menu > People 
  2. Go to the person you want to add an expense claim for. 
  3. Now click: Person > Pay > Add expense claim 

This'll add the new expense claim directly to this person. 

 

The third way. Sometimes, you might want to add an expense claim to a paystub on a particular date and for a particular person. 

To do this: 

  1. Go over to: Paystub > Payables 
  2. Then click: New payable 
  3. The new expense claim will be added to exactly this paystub, and paid on the date of this paystub. 

And that's it! That's the three different ways to add expenses! 

Updated: Fri, Jan 13, 2023. Headings: `How do I add an expense to a different employee?`, `Can I add an expense to a specific paystub?`, `How do I add the expense directly to the employee?`
 

Deleting an expense claim0:55

"How do I delete an expense claim?" 

Occasionally you may want to delete an expense claim. 

To delete an expense claim: 

  1. First, go to Menu, then click yourself. 
  2. Then, click your way to: Pay > Paystub 
  3. Then click the expense claim you'd like to delete. 
  4. You'll first need to open it in a new tab by clicking the three-dots. 
  5. Then click: Open in new tab 
  6. Now that the expense claim's open in its own window... 
  7. Click "More", then: "Delete" 
  8. Then click: Yes ... delete 

Now that the expense claim's deleted, it'll no longer show on the paystub. This has the same effect as denying approval for an expense claim. 

And that's it! That's all you need to know about deleting an expense claim! 

Updated: Wed, Jan 25, 2023. Keywords: expenses, remove.

© 2020–2023 1st Money Platform (GB) Ventures. All rights reserved.
www.1st.money/help/Expense_claims/