Users submit and monitor their own claims
Claims for all forms of expenses can be drawn up using easy to use templates and these can be built up over time. When complete and ready, the user submits the claim which will go on workflow approval to a customised number of approvers. Users have access to all their claims and the system will show the status, using colour coding. When approved the user will receive an email or SMS message advising them that a claim has been approved.
Setting up users and claim periods
Authorised system ‘power users’ (e.g. Finance / HR) can set claimants up, for both standard expenses and car mileage claims, as well as defining claim periods which determine the time users can have to claim expenses. The allowance for mileage which can be claimed is also set and adjusted to suit company policy. Any claims being made for events/times outside the claim/accounting period are recognised by the system and the user has to add a justification for any such claim which is then alerted to approvers, who can either allow or ask for further justification.
An admin dashboard also shows power users the status of all user claims in the system.
Customised approvals for claims
Our system will workflow claims to single or multiple approvers. At each stage the approver can reject, cancel or pass on to a higher level of approval. Approvers will be able to not only view the claim itself but also access receipts and other supporting documents or notes that relate to the claim. By using ‘Rejection’, the approver can return the claim with comments to the claimant for further clarification, or alteration.
Claims that are approved by the process will the be able to be exported as CSV data from the Expenses OnLine system, for import to a system or service that will pay the approved claim.
Extensive search and reports functions
Using customised searches and reports, administration level users have full visibility of all individual claims or all claims by type and even department, so expenditure can be tracked and reported on. The full reports module allows data to be exported as CSV or Excel data.