Submit an Expense [Employee]

Overview

The Expenses module is an optional feature which allows expense claims to be included in employee pays.

If this is enabled on a job that is assigned to you, you can submit expenses in your portal so that they can be processed in a pay run. If the Expenses tab is not showing in your portal and it should be, please contact your employer or recruiter directly.

Expense reports can be submitted for Active or Inactive Jobs. When you create an expense report, you'll be able to select from a list of your jobs that have been set up to allow expense submissions..

Submit an Expense

To submit an expense report:

1. Log into your Astute Payroll account.

2. Once you log in, your Dashboard will display. On the right of the screen, click Add Expense, or click the Expenses tab in the navigation bar at the top of your Dashboard.
   
   

3. Create an expense report by clicking New Expense Report. The New Expense Report button will only appear if you've created an expense report in the past. If you haven't done this, you won't see the button and can move to step 5.
   
   
4. Ensure that the correct job is selected on the expense report. The selected job will be highlighted in the left side column when the expense report is on-screen.

5. Enter a Name for the expense report and click Save. The name that you give the report is how you will identify it in your list of expense reports. To access the report, click on the name.

6. Select New Expense from the top right corner of the expense report.

7. Enter the expense details. Make sure that the data you enter is correct, then type in the Amount and select a category. The Tax Amount will calculate automatically based on the Tax Type you have selected.
   
   

8. Click Save when all expense details have been entered.

9. If you have more than one expense or receipt to include in the expense report, click New Expense and follow the above steps as required. Each individual receipt that you need to include in a single expense report should be added as a separate expense.  

10. Once all expenses are entered and saved, you can attach supporting documents by clicking the  click the Files button in the Attachments column to attach supporting documents. You won't see this button until you've saved the expense details. 

11. Click Upload a File, then select the file from your device and attach. When a file is successfully attached, it will be listed in the Attachments column. You can view a file by clicking on the filename, or delete a file by clicking the red X.

12. Submit your expense report for approval by clicking Submit Report.

Once the expense report is submitted, your browser will automatically refresh and return to the Expense Reports list, showing the report that you have just submitted with a status of Awaiting Approval.

Delete an Expense Report

You can delete an expense report when it is in Pending Submission status, by clicking the Delete button. 

Expense reports with a status of Rejected can be cancelled instead of deleted. To cancel an expense report, click the Cancel button next to the relevant expense report.

Clicking Cancel will not remove the record of the expense report from your portal, giving you a historical record of all cancelled expense reports.

If your expense report has been submitted for approval, your nominated approver will need to reject it before you cancel it.