Expense claims and advances
Record staff expense claims, salary advances, and reimbursements.
Overview
Two related concepts: expense claims (staff paid out of pocket and want reimbursement) and salary advances (early payment of part of next salary). Both flow through HR with approval.
Prerequisites
hr_modulefeature flag- Expense category list configured (HR Settings → Expense types)
Steps
Submit expense claim. HR → Expenses → + New claim.
Pick category. Travel, Conference, Office supplies, Continuing education, etc.
Enter amount and date. Currency matches your tenant's country.
Attach receipts. Photos or PDFs. Required for amounts above a threshold (configurable).
Submit for approval. Status PENDING_APPROVAL. Reporting manager + HR notified.
Approver reviews. Approve, reject (with reason), or send back for more info.
Approved expenses go to payroll or direct. Configure in HR Settings → Expenses: reimburse via payroll vs separate transfer.
Salary advance flow. HR → Expenses → Advances → + New advance — request amount, repayment plan (lump-sum next salary or X% over Y months). HR approves; payroll deducts per the plan.
Expected outcome
- An
ExpenseClaimorSalaryAdvancerecord per submission - Approval workflow respected
- Reimbursement / repayment via payroll or direct
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Categories list empty | Not configured | HR Settings → Expense types |
| Receipts missing on big claim | Validation enforced | Attach before submit |
| Advance limit hit | Per-employee cap | Adjust cap in HR Settings or wait until current advance repaid |
| Reimbursement not on next payslip | Configuration mismatch | Check whether reimburse-via-payroll is set |
| Receipt rejected by tax authority | Format issue | Some clinics require both digital + paper |