Expenses

The Expenses feature in PayHero allows you to manage, track, approve and decline expense reimbursement requests that have either been submitted by your employees, or added by you.

Setting Up Expenses

To enable expenses, go to Manage > Work and select the Work you want to record expenses against.

On the work, select the 'Expense Pay Item' drop-down and choose that Pay Item your expense requests should be allocated to. By default, you can select the 'Expense Reimbursement' option from the drop-down list.

If you wish to create your own customised Expense Pay Items, go to Manage > Pay Items, and under the Reimbursements tab click the button. Learn more about setting up custom reimbursements here: Pay Items - Reimbursements

Reviewing Expenses

Any expenses submitted by your employees, and which are waiting for review, will be displayed on the Dashboard under the To Do section. You can click on an expense alert on the dashboard to be taken directly to the expenses screen.

To see all expenses, navigate to the Time > Expenses screen. From here, you can view all expenses for the selected month. Expenses with a receipt attached will display a camera icon next to the employee's name. 

For expenses requiring action, you can select the button next to the pending expense to either approve or decline it.

Important: Expenses that are approved will be added into the next Pay Cycle, regardless of whether the expense falls within that pay period.

Expenses can also be filtered either by employee or by work using the drop-downs in the top right of the screen. Clicking on the button allows you to also display declined expenses.

To review additional information regarding any particular expense, selecting it from the list will provide a pop-up which allows you to edit a range of values, as well as view any attached photos of receipts.

Employee Expense Submissions

Your employees will need to be invited to PayHero to request expenses, as seen here: Inviting Employees to use PayHero

If your company uses Teams, employees can only request expenses against Work types that have been added to their Teams. 

To add Work to a team, navigate to People > Teams. Click on the Work tab, then click the button in the bottom left. You can then add the appropriate Work option (with the Expense Pay Item applied).

The employees within that team will then be able to record expenses against that Work. 

You can see what expenses will look like for your employees here: Expenses for Employees

Learn more about who can approve employee submitted expenses here: Who receives leave and expense requests?

Admin Expense Submissions

As an administrator, you can enter expenses on behalf of an employee. Selecting the button found in the top right of the Time > Expenses screen allows you to select an employee, enter the relevant information as usual, and immediately approve it. Note that receipts must be either an image or a PDF, and the maximum file size is 4MB.