Expense reimbursement

This article contains the following information:

• About Expenses
• How to navigate to Expenses
• How to request expense reimbursements
  • How to create expense requests
    • How to add multiple expense items to the same expense request
    • How to attach multiple receipts to the same expense item
  • How to edit expense requests
  • How to submit expense requests for approval

About Expenses

Expenses is a comprehensive expense management solution for requesting, managing, and processing expense reimbursements seamlessly. Expenses is also completely integrated with the Payroll feature of Yomly.

Sample view of the Expenses feature for an employee

The Expense Requests page lists your expense requests and displays their key details, such as the dates they were requested, amounts, statuses, and more.

Platform admins can request expense reimbursements on behalf of other employees. If your platform admin has created any expense requests on your behalf, this page lists them too.

If you have the permissions to approve expense requests of other employees, this page also lists requests pending for your review, if any.

You can filter this page by date range, employee, and request status.

 Filtering expense requests

Detailed information

•   About Expenses

How to navigate to Expenses

In the web application's left sidebar, in the My HR section, expand the Requests section and click Expense Reimbursements.

Navigating to Expenses

How to request expense reimbursements

To reimburse an expense, you must do the following:

1. Create an expense request.
2. For each expense you want to reimburse, add receipts and document its details.
3. Submit your expense request for approval.

How to create expense requests

Do the following:

1. In the upper-right corner of the Expense Requests page, click + New expense request.

   

   Creating a new expense request

2. Enter the following details:

   1. Enter an Expense Request Name.

   2. (Optional) You can assign the expense request to one or multiple cost centres.

      If applicable, you can assign the request to any other cost centre or a combination of cost centres, depending on your organization's financial policies. You can also submit expense requests without configuring a cost centre.

      In the Cost Center Assignment section (on the left side of the Expense request page), do the following:

      1. Click + Add Cost Center.

      2. Select your required cost centres and click Add.

      3. In the Percentage column, enter the percentage of the expense you want to assign to each cost centre.

         When assigning the request to multiple cost centres, you must ensure that the sum total of the assignment percentages is 100.

      

      Configuring a cost centre for a sample expense request

   

   Entering details of a sample expense request

3. Add expense items.

   Expense items represent each individual expense that you want to reimburse.

   Do the following:

   1. In the Expense items section, click + Add item in the bottom-right corner.

      

      Adding an expense item

   2. Enter the following details:

      1. In Upload Bill / Receipt, upload the receipt(s) for the expense.

         To do this, use drag-and-drop or click the box to browse and select the receipt manually.

      2. Select the Date of Expense.

      3. In Type, select the expense type.

         The list displays only the expense types that you can claim reimbursements for. This list is pre-configured by your platform admin.

      4. (Optional) In Description / Notes, enter a description for the expense to justify the expense to your expense approver.

      5. If your expense was in a different currency than your default currency (based on your work location), you can select the Expense Currency. Your default currency is automatically selected in this field.

         When you select an expense currency, its current exchange rate (with respect to your default currency) is auto-filled in Exchange Rate. These values are based on real-time forex rates configured on the fixer.io platform or custom exchange rates configured for your business by your platform admin.

         If applicable, you can manually enter the Exchange Rate. However, we recommend that you:

         • Avoid doing this unless absolutely necessary

         • Ensure that this action is in accordance with your organization's expense reimbursement policy.

      6. In Expense Amount, enter the amount (value) of the expense.

      7. (Optional) If the VAT component in your expense is included in the expense amount, you can document it separately in Included VAT.

      

      Entering details of an expense item

      How to attach multiple receipts to the same expense item

      After attaching a receipt, you can click in its upper-right corner to upload another one.

      

      Attaching another receipt to a sample expense item

      The additional receipt you upload is also associated with the same expense item.

      

      Adding multiple receipts to the same expense item

      You can click and to browse through the different receipts attached to the expense item.

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      Detailed information

      •   Can I submit multiple receipts for an expense item?

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      The Total Calculated Amount field displays the total amount of the expense item after currency conversion

   3. Click Save.

   

   A sample expense request with an expense item added

   How to add multiple expense items to the same expense request

   To add multiple expense items, on the Expense request page, at the bottom of the Expense items section, you can simply click + Add item again.

   Then, repeat the same procedure you followed when adding the first expense item.

   

   Adding multiple expense items to the same expense request

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   Detailed information

   •   Can I add multiple expense items to the same expense requests?

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4. At the bottom of the page, click Save.

   

   Saving an expense request

Detailed information

•   Creating an expense request

When you save a new expense request, it is saved in its initial state (Draft). After finalizing your expense request, you can submit it for approval.

How to edit expense requests

You can make changes to your expense requests when they are in the Draft state.

To edit an expense request in Draft (or returned) state, you can simply open (view) it and start making changes.

You can do the following, and more:

• Add or remove expense items

• Upload additional receipts for any expense item

• Edit the details of any expense item

• Replace the receipt attached to any expense item

• Edit the cost centre assignment for the request

Detailed information

•   Editing an expense request

How to submit expense requests for approval

To submit an expense request for approval, open (view) it and at the bottom of the Expense items section, click the action button related to submitting it for approval.

Sending a sample expense request for approval

In this example, the Send for approval button represents this action.

Clicking Send for approval sends the expense request to the state in which anyone in the initial audience assigned to review it can perform actions, such as approving it, rejecting it, returning it for changes, and more.

The action buttons that represent these actions are displayed only to approvers who have the permissions to perform them.

As an employee, unless an expense request is in the Draft state or returned for changes, you can only monitor its status.

Detailed information

•   Submitting an expense request for approval