"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 will 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! 

"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 will 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! 

"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 will 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! 

"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 will 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! 

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

1. Choosing a person from the list

The first way. Choosing a person from the list. 

You can get started by: 

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

2. Adding to a specific person

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. 

3. Adding to a paystub

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! 

"How do I set up a repeating mileage allowance for an employee who's covering their own work related traveling costs?" 

To set up a mileage allowance, 

1. Click:   Menu > People 
2. Choose the person who's getting the allowance. 
3. In this example we'll choose Henry. 
4. Next, we need to make a new repeat payable. 
5. Go to: Pay > Pay settings 
6. Scroll down to "Repeat payables ... personal". 
7. Then, click the add button. 
8. Choose "Mileage allowance". 
9. Start by setting Mileage allowance ... per year by dragging the slider, you can also type in a number if you'd like. 
10. In this example we'll set Mileage allowance ... per year to £1,200. 
11. Next, set Estimated miles ... per year to a rough estimate of how many miles this employee travels in one year. 
12. You'll notice as you drag the slider, the big tax-free percent at the top will change. The higher the miles, the more of the mileage allowance will be tax-free. 
13. In this example we'll drag the slider to 3000 miles, so that the mileage allowance is 100% tax-free. 
14. Finally, click Save, and that's it! 

To see this mileage allowance on Henry's paystub: 

1. Hover your mouse over Mileage allowance ... per year 
2. Then click the "See on paystub" link. 
3. You'll now see £100 added to Henry's monthly paystub. 

You can tell the £100 is tax-free because it's under the "Post-tax benefits and reimbursements" section. 

To see how this is calculated: 

1. Hover your mouse over the row. 
2. For this example, the £100 is calculated as £1,200 per year, divided by Henry's twelve monthly paydays in the year, which equals £100 per payday. 

Now let's change the example, and make part of the mileage allowance taxable. 

1. Click the dark area to get back to the repeat payable. 
2. To make part of the mileage allowance taxable, lower the estimated miles and watch the big tax-free percent change. 
3. In this example we'll lower the estimated miles until we get 49% tax-free. 

Now, to see this on Henry's paystub again, click the "See on paystub" link. You'll now see £48 added to Henry's paystub, which is about half of the previous £100. 

Like before, this is under the "Post-tax benefits and reimbursements" section, which means the £48 is tax-free. 

To find the other taxed half of the mileage allowance: 

1. Scroll up to the "Pre-tax benefits" section. 
2. Here you'll see £51 added to Henry's paystub as "Taxable mileage allowance". 
3. Because the £51 is in the "Pre-tax benefits" section, this means it's taxable, just like the employee's regular pay. 

And that's it! That's all you need to do, to set up a repeating mileage allowance! 

"How do I record an employee arranged benefit that the company then pays for?" 

Employee arranged benefits, paid by the company, are taxed with Class 1 N.I., but aren't added to in-the-hand pay. To see this: 

1. Set Arranged by to "Employee". 
2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
4. You'll now see the £100 showing under "Benefits in kind ... employee arranged". 

And that's how you know the "Benefit in kind" will be taxed with Class 1 National Insurance. 

And that's it! That's what happens when you set "Arranged by" to "Employee". 

"My company's arranged and paid for a benefit for an employee. How do I get the amount of the benefit to be added to the employee's taxable pay, but not the employee's in-the-hand pay?" 

To see how this works: 

1. First we'll set Arranged by to "Company". 
2. Next, we'll set the Amount of this "Benefit in kind" to £100. 
3. Now, to see how this'll be added to this person's paystub, click the See on paystub button. 
4. You'll now see the £100 showing under "Benefits in kind ... company arranged". 

And that's how you know the "Benefit in kind" will be added to this person's taxable pay. 

And that's it! That's what happens when you set "Arranged by" to "Company".