Expenses App

Sections

Getting Started  |  Setting Up the Expenses  |  All About Expenses App  |  Options Available to Employees  |  Options Available to Managers  |  Options Available to HR  |  Options Available to the Payroll Team  |  Reporting  |  Configuration

Getting Started

Features Accessing the Expenses Module User Roles and Permissions

Features

In this section, we'll present an overview of the key features offered by the Expenses app, designed to boost efficiency and productivity in your organisation's expense management processes. From capturing precise expense entries to simplifying review processes, this app provides a comprehensive toolkit to streamline your workflow. Below, you'll find a curated list of features presented in alphabetical order, ensuring easy navigation and comprehension. Let's delve into these features to unleash the full potential of the Expenses app.

Features Description
Car Mileage Track and monitor the mileage of your vehicle to maintain accurate records of distance travelled. This feature helps users gauge fuel efficiency, plan maintenance schedules, and assess overall vehicle usage.
Distinct Workflow for Medical Expenses Allows users to categorise and track medical-related expenses separately from other types of expenses. This feature enables a different approval workflow for medical expenses which goes to approval to HR, as it has a sensitive nature.
Doctor Details Setup Users interact with this functionality to access healthcare services, communicate with medical professionals, and manage appointments effectively.
Can set limits on expense items This feature allows administrators or managers to establish predefined limits or budgets for various expense categories or individual expense items. Users submitting expense reports are then required to adhere to these limits, ensuring that expenses remain within allocated budgets and compliance with company policies.
SEPA files generation Using our system, you can either pay the expenses directly through payroll or pay them separately using SEPA files.

Accessing the Expenses Module

To access the Expenses module within the NumlaHR solution, begin by logging in with the credentials provided by your organisation. Once logged in, you'll find yourself on the main dashboard, which serves as the central hub for accessing various features and functionalities. To navigate to the “Expenses” module look for an app with an icon shown below, or you can just type “Expenses” on the screen to find it.

Navigating to the Expenses app in Numla HR

User Roles and Permissions

Role Access Level Details
Payroll Team Full Access Can access everything within the expense module, including all expenses and create expense batch for reimbursement.
Manager Restricted Access Can only access their team expenses for approval.
Employee Restricted Access Can only access expense reports.


Setting Up the Expenses

The settings of the Expenses app enable users to personalise their experience and optimise functionality. Within this menu, users can define and set up categories for different types of expenses. They can also set limits on expense items.

GL Company Codes Doctors Car Mileage Rates Vehicle Insurance Provider Vehicle Licence

GL Company Codes

These are unique identifiers assigned to different entities or divisions within an organisation for financial accounting. They help organise and categorise expenses by departments, projects, or cost centres, enabling accurate tracking and reporting. Administrators assign codes to each entity, linking them to expense categories or cost centres. This ensures expenses are properly allocated and accounted for, facilitating accurate financial management and reporting.

  • To access this go to Expenses > Configuration > GL Company Codes.
  • To add a new value click on “Create”, enter the name, and “Save” it.
  • To edit any existing value type just click on “Edit”, make the change, and “Save” it.

GL company code Configuration

  • To delete any value, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Deleting GL code

Doctors

You can set up doctors affiliated directly with your organisation. Allocate employees to these doctors, and define expense limits for each of them. This all makes managing medical expenses easy.

  • Access the “Configuration” menu of the Expenses app.
  • Look for an option labelled "Doctors" in the Configuration menu, click on it.
  • Here, you can view, edit, or add new doctor profiles, including their contact information, company address, and any other relevant details.
  • Fill out the details, and “Save” it.

Doctors Configuration

  • To delete, export, archive, unarchive, merge, send email, grant portal access, or send an SMS text message, first select it using the available checkbox on the left. Then go to “Actions” and select the required action.

Actions that can be taken

Car Mileage Rates

This area refers to the predetermined rate at which an organisation reimburses employees for business-related travel expenses incurred using their vehicles. This setting includes an effective date, mileage indicator description, fuel type, rate sum, and all other relevant factors.

  • To access this go to Expenses > Configuration > Car Mileage Rates.
  • To add a new value click on “Create”, enter the details, and “Save” it.
  • To edit any existing value type just click on “Edit”, make the change, and “Save” it.

Car mileage rate configuration

  • To delete any value, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Deleting a car mileage rate

Vehicle Insurance Provider

This information is needed when your employees register their cars for claiming mileage. You can configure all valid insurance providers here.

Showing the information of vehicle insurance provider

  • Navigate to the “Expenses” app, select “Configuration”, and then Vehicle Insurance Provider To add a new record, click on “Create”, enter the name and then “Save” it.

Deleting a vehicle insurance provider info

Vehicle Licence

Similarly, you can configure all licence types here, which will be used by the employees at the time of registering their cars.


All About Expenses App

Let’s dive into the Expenses app, where you can create a new expense report or modify an existing one. If you’re an HR personnel, upon navigating to the Expenses app, you'll find the list of all employee expense reports. Here, you can manage all employees' expense data.

Creating a New Expense Report Adding Expense Lines Submitting the Expense Report Expense Report Actions Available for HR Users Setting Up a Car to Claim Mileage

Creating a New Expense Report

Go into the expenses app, and click on “Create”.

Creating a new expense report

These are the minimal set of fields you must know in order to start creating an expense report in the system. All mandatory fields are highlighted with a bold underline. Start with completing them first, as you cannot save your record without filling them.

There are two mandatory fields:

  • Description
  • Expense Report Type

Expense report mandatory fields

After entering the description and expense report type, click on "Proceed to add expense details”. Proceed to add expenses detail

Adding Expense Lines

To add your expense details, click on "Add a Line".

Adding Expense Lines 

When you click on "Add a Line," a new pop-window appears on the page where you can input all the information related to the expense.

After filling in all the needed information, and attaching the receipt. Click on "Save & Close” or “Save & New” if you want to record multiple expenses.

Expense information

Submitting the Expense Report

Once you have entered all the expense lines, review the report and click on “Submit for Approval”.

Submitting the Expense Report

Alternatively, if you don’t want to submit it now, you can “Save” the report and come back later to edit and add more details and submit it.

Saving the Expense Report

Expense Report Actions Available for HR Users

HR system users can utilise these actions to manage the expense reports in bulk. The list of actions available here depends on your access level.

Expense Report Actions Available for HR Users

Setting Up a Car to Claim Mileage

Using this feature, employees can register their private cars to claim mileage. The process is simple. They need to provide their vehicle details, insurance and licence, then submit the request to their manager. Once approved and reviewed by HR. They can start claiming mileage.

  • To access this setting go to Expenses app > My Expenses > My Car Setup
  • To create a new car setup, click on “Create”, enter the required details, and upload insurance and licence.
  • To edit any existing value, just click on it and click “Edit”, make the change, and then click on “Save”.
  • Once you’re ready, click “Submit to Manager”.
  • When your request is approved by the manager, it will go to HR for final review.
  • You’ll receive a confirmation message when you’re ready to claim mileage.

Submitting Car Details

1. Vehicle Name:

Specify the name or make of the vehicle used for business purposes, if applicable.

2. Registration Number:

Enter the vehicle's registration number as per the official documentation.

3. Vehicle Type:

Select the type of vehicle from options such as car, van, truck, etc.

4. Vehicle Model:

Specify the model or year of the vehicle, if known.

5. Engine CC:

Provide the engine displacement in cubic centimetres (CC) as stated in the vehicle's documentation.

6. Insurance Provider:

Enter the name of the insurance company providing coverage for the vehicle.

7. Attach Certificate:

Upload a scanned copy or image of the insurance certificate for verification purposes.

8. Insurance Expiry Date:

Input the date when the vehicle insurance policy expires.

9. Licence Type:

Select the type of driver's licence held.

10. Upload Licence Picture:

Attach a scanned copy or photo of your valid driver's licence.

11. Licence Expiry Date:

Specify the expiration date of your driver's licence.

12. Submit to Manager:

Review all entered information carefully before submitting the expense report to your manager for approval.

Options Available to Employees

Options available to Employees

Options Available to Managers

Options Available to HR

Options available to HR

HR Approval

In the pending HR approval section, HR has these options available:

HR approval section options

Delete:

HR can delete pending expenses if necessary.

Mass Approve Expenses:

HR can approve multiple expenses simultaneously.

Export the Report:

HR can export the pending expense report for further analysis or record-keeping.

Move to In-Progress:​

HR can move pending expenses to the in-progress status for further review or processing.

Move to Submitted:

HR can move pending expenses to the submitted status for final approval or processing.

Upload Dummy Attachment:

HR can attach dummy files or additional documents to pending expenses for reference or clarification purposes.

View Logs:

HR can view activity logs or audit trails associated with pending expenses to track changes or actions taken.

These options provide HR with flexibility and control over the pending expenses workflow, allowing for efficient management and processing. This access can differ based on HR role, e.g. HR System users will have the most access.

Options Available to the Payroll Team

Payroll team is responsible for managing employee reimbursement for business-related expenses incurred during work duties. This includes processing expense claims, and preparing bank files to reimburse employees for eligible expenses. The expense-payroll section in our app ensures timely and accurate payments while also maintaining compliance with company policies and regulatory requirements.

Options available to Payroll Team

  • Sign in to the system using your credentials.
  • Once logged in, navigate to Expenses > Payroll.
  • From there, you'll find options such as "Expense Batch," "All Expense Reports," "All Expense Items," and "All Mileage Reports."

Expense Batch

This feature allows the payroll team to process approved expenses for reimbursement conveniently.

Expense Batch

To access this setting go to Expenses app > Payroll > Expense Batch.

To open a new expense batch, click on “Create”.

Create Expense Batch

Then click "Add a line" to select and add expense reports.

Add expense reports

Select any of the expense reports, you can use filters as needed. Click 'Select' when done.

Select expense reports

Click on "Validate" to proceed further for final approval.

Validate expense report

At this stage you will be prompted with options to either "Send to Draft" or "Approve" the record, allowing you to finalise and process the changes accordingly.

Send to Draft or Approve

Finalise expense batch

After the approval, you can download the SEPA file for processing the payments.

Reporting

It refers to the functionality that allows users to generate and analyse various types of reports related to expense management.

Business Breakdown Mileage Report

Business Breakdown

A business breakdown provides a concise overview of the various expense categories, cost allocation methods, and trends within an organisation. It helps track spending, identify variances, and inform decision-making processes. Reporting and visualisation tools offer clear insights for stakeholders to optimise resource allocation and drive business growth.

To access this report, navigate to Expenses > Reporting > Business Breakdown.

Business Breakdown

  • You can measure the following shown in the picture.

Measures

Mileage Report

This report shows all your and your team’s mileage details within a mileage year.

Mileage Report

You can find the following details in it:

  • KM Submitted or Approved (Count): The total number of submitted or approved kilometres by team members.
  • KM New/Saved (Count): The number of new trips or saved trips that haven't been submitted yet.
  • KM Paid (Count): The count of kilometres for which reimbursement has been processed and paid.
  • KM Saved (Count): The count of trips that have been saved but not yet submitted for approval.
  • KM Transferred (Count): The total number of kilometres transferred from the previous job to your current job, if applicable.

Configuration

In this section, we can show them how the configurations can be updated to meet the changing needs of an organisation.

Expense Items Doctors Car Mileage Indicator

Expense Items

  • First, navigate to the “Expenses App” and go under “Configuration”.
  • From there, select Expense Items.
  • Here, you can input details such as the “Expense name”, expense type, GL codes, and other relevant information.
  • Once entered, “Save” the changes.

Expense Items

Doctors

  • First, go to the Expenses app, navigate to Configuration followed by Doctors To add a new doctor, click on “Create” and enter the relevant information.
  • “Save” once you've made the necessary adjustments.

Doctors

Car Mileage Indicator

  • First, navigate to the “Configuration, in the “Expenses App”.
  • Then, we'll go to the Car Mileage Indicator.
  • There, we'll press the create option, enter details such as “Mileage Indicator, Mileage Indicator description, car, and then “Save” the changes.

Car Mileage Indicator

FAQs

If you have submitted the expense to your manager then ask them to cancel it and return it to you.

The mileage rate shown initially is an estimate and can change when you submit it to your manager for approval.

What factors affect the mileage rate?

The mileage rate depends on several factors.

  • Your car’s engine capacity.
  • Total kilometres you claimed in a mileage year.

Make sure that all your previous mileage claims are approved by your manager because only the approved claims count towards calculating your next expense report rate.

Glossary

Term Description
GL General Ledger
SEPA Single Euro Payments Area

​Version History

1.0

Prepared By

Palwasha Azher

Date Updated

26/04/2024