Create Expenses as an Administrator

Overview

As an administrator, you can create expenses on behalf of an employee from the Payroll > Status Report > Expense Status report. This can be useful if your employees submit their claims manually (outside of the Astute portal).

You can also edit the expense data for expense reports at Pending Submission status, and the GST and category fields in Approved expense reports.

Create an Expense for an Employee

To create an expense report for an employee:

1. Go to Payroll > Status Reports > Expense Status.

2. Click New Expense Report.

3. Enter the Employee name. This is a required search text field. 

4. Select the Job from the dropdown list provided. This is a required field. You can select from all active and inactive jobs assigned to the employee that have allowed expenses to be claimed.

5. Enter an Expense Report Name. This is required and is used to identify the expense report once it has been created. 

6. Enter the details of the expense to be claimed. You’ll need to include the Date, Amount, Tax Type, Tax Amount, and select a Category. If you have multiple expenses to include in the same report, click New Expense to add another line to the report, then enter the relevant details. (Note that the date of the expenses cannot be beyond the Job date range.)

7. Upload any attachments (eg receipts) to accompany the expense. 

8. Click Save as Draft to save the expense report.

9. Click Submit Report, then select whether additional approval is required:

• • Submit as Approved will approve the expense report and update the status to Approved
  • Email Approver for Authorisation will submit the expense report to the employee’s primary approver for authorisation and update the status to Pending Approval.

You’ll receive an on-screen confirmation when the expense report is submitted.