Approve expense claims and pay them through payroll

Approved expense claims are paid automatically with the next salary, as a reimbursement line on the payslip. This article covers reviewing claims and how they reach payroll.

Before you start

• Approving and rejecting needs Approve claims, issue loans & advances. With View expense claims, loans & advances only, you can review but not decide.

Review a claim

1. Go to Payroll → Expense Claims ( open Expense Claims). The Claims tab opens with Pending claims.
2. Use the chips to switch between Pending, Approved – unpaid, Paid, Rejected and All, and filter by employee or category.
3. Click Review on a claim.
4. Check the expense lines, receipts, and the employee's usage against the category limits.
5. To approve, keep or lower the Approve amount (lower it for a partial approval) and click Approve.
6. To reject, type the reason in Reject with reason and click Reject claim. The employee sees the reason.

To approve several pending claims in full at once, tick them in the list and click Approve selected.

How approved claims are paid

• The claim shows Approved – next payroll.
• The next payslip generated for that employee includes it as an earning line, such as "Reimbursement – Travel #12", and the claim becomes Paid with salary.
• If a draft run already exists for the month, open it and click Recalculate all so the claim is included — see Recalculate payslips when figures look stale.
• If the payslip is deleted or recalculated, the claim is handed back and picked up again — it is never paid twice.

Undo an approval

On an approved claim that isn't paid yet, click Undo approval. It goes back to awaiting approval. Once a claim has been paid through payroll it is locked.