Paying Expenses [Admin]

Overview

Once an expense claim has been submitted by, or on behalf of, an employee and has been approved, it needs to be included in a pay run for the employee to be reimbursed. 

Allocating a Payroll Week

Expenses are not automatically included in payroll, you need to allocate them to a payroll week to be processed in.

To allocate a Payroll Week to an expense:

1. Go to Payroll > Process Payroll > Expense Reports.
2. Tick the checkbox to select the expense.
3. Click With Selected… > select the relevant date in the Allocate Payroll Week field > Apply.

The Allocated Payroll Week column will update from ‘Not Assigned’ to the selected date. 

Processing an Expense Report in Payroll

Expenses can be processed in a pay run once the allocated Payroll Week date has been reached. If the Payroll Week date is in the future, you won’t be able to process the expense until this date is reached.

To process the expense in a pay run:

1. Go to Payroll > Process Payroll > Process Payroll.
2. Select the pay cycle or apply the Report Settings filters to view the expense item. The expense may appear as a separate line item in the report, or as part of a payroll payment, depending on how it was entered in the system.
3. Expand the expense line to confirm the details of the payment.
4. Tick the checkbox to select the expense.
5. Click the Create Pay Run drop-down.
6. In the first drop-down menu, select Create Pay Run, then edit the other fields if required. You can add the expense to an existing pay run instead of creating a new pay run by selecting ‘Add to Pay Run’ from the drop-down list.
7. Click the blue Create Pay Run button at the bottom of the drop-down window.
8. Process the pay run that includes the expense.

Expense Reimbursements in Process Payroll

Expense reports that have been assigned to an employee pay will appear as a separate line within that pay in the Process Payroll report. 

Clicking the info icon for the expense item will show a summary of the details associated with the expense.

You can make manual adjustments to the expense amount in Process Payroll. If manual changes are entered, the Reset icon will appear to the left of the expense item name. You can click the reset icon if you need to revert the changes you have made.