Expense Claims

Overview

Merit Expense lets employees submit reimbursement claims and lets finance teams review, approve, and report expenses.

Main routes:

Approval routing is configured under System administration → Expense approval settings. Approvers may receive email with Approve / Reject links (no login required) when notifications are enabled.

Step-by-Step Guide

Submit an expense claim

1. Open Expense (/expense).
2. Click New claim (/expense/new).
3. Select expense type (transport, meals, etc.).
4. Enter date, amount, currency, and description.
5. Attach receipts if required by policy.
6. Submit for approval.

Track claim status

1. Return to Expense home.
2. Filter by Draft, Submitted, Approved, or Rejected.
3. Open a row for detail and approver comments.

Approve claims (manager / finance)

1. Open pending claims in your approval queue (route depends on role template).
2. Verify receipts and policy limits.
3. Approve or Reject with reason.

Configure expense approval & email (admin)

1. Open System administration → Payroll & compliance settings → Expense approval settings (/system/settings/expense-approval).
2. Set approval levels (e.g. line manager → org owner → finance), amount tiers, and reject behaviour.
3. Under Email notifications, enable stage emails and one-click approve/reject links.
4. Finance approvers may use Merit role assignment → FINANCE_OFFICER.

Configure expense types (admin)

1. Open System administration → Expense catalogue (/system/expense-catalogue).
2. Maintain company expense categories and GL mapping if configured.

Run expense reports

1. Open Expense → Report (/expense/report).
2. Select period and filters.
3. Export for finance reconciliation.

FAQ

Q: Can expenses be paid through payroll?
A: Integration depends on implementation. Many groups reimburse via accounts payable; confirm with your finance lead.

Q: Who can see all employees' claims?
A: Finance and HR roles with Expense module access. Employees see only their own claims.

Q: Are receipt attachments mandatory?
A: Follow your company policy. The form may enforce attachments for certain expense types.

Q: Can I edit a submitted claim?
A: Usually only while in Draft or if returned by approver. Check status before month-end cut-off.

Q: Where is approval workflow configured?
A: System administration → Expense approval settings (linked from Pay/System settings).