# Expense Management

{% hint style="danger" %}
The latest documentation is available [here](https://icehrm.com/explore/docs-category/expenses/).
{% endhint %}

### Configuring Expenses Module

Expense categories and payment methods can be configured under `Manage -> Expenses Administration`. Also, Managers can view and approve or reject subordinate expenses under the same module.

Admins can view and edit expenses from all employees.

## Adding Expenses

Employees can add expenses under `Finance -> Expenses->Add New`

Fill the necessary fields

· **Date** — Add the date of the expense

· **Payment method** — Select the payment method whether cash, cheque or card payment

· **Payee** — Name of the employee needs to get the payment

· **Expense Category** — Select the expense category accordingly

· **Currency** — Enter the currency which needs to be paid in

· **Amount** — Enter the total amount of expense

> **In addition to this, you can request your employees to attach proofs here. For example, they can attach a receipt of the expense.**

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY48gH5SMPe9A4nLezp%2Fimage.png?alt=media\&token=0d63747d-cbd3-4542-b493-2d88c5e9a852)

### How to add an expense category?

If you want to make changes to the Expense module in [IceHrm](https://icehrm.com/), you need to log in to the Admin account.

Follow the below steps;

1. Go to **the dashboard** and click on the **Expense Management** module or You can go to the **Admin module** and click on the **Expense Administration** session
2. In [IceHrm](https://icehrm.com/) we have already defined some expense categories which are in the use of the Industry. If you want to add anything else, you can click on the **Add New** option under the **Expense Categories** tab
3. Then Add a meaning full **Name** to the expense and **Save**

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY49J4uR_jxTgyWviT9%2Fimage.png?alt=media\&token=368832d1-723c-424c-94b1-c367ec0fe75f)

## Approval Process

You can define 1st, 2nd and 3rd level approvers for employees (while editing an employee). These approvers and the employee's direct supervisor will be involved in the approval process of most of the entities added by employees.

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-LSTBj3Mn8gXVQaLg9Zr%2F-LSTBjtbDxEcFE-C07Gt%2FIceHrm%20Approval%20Process.png?generation=1543473660688381\&alt=media)

### How to enable multilevel approval for an employee expense?

> In order to enable multi-level approval for the employee expenses;

1. Log in to the **Admin account**
2. Go to the **System** module and select **Settings** session
3. Click on to the **Other** tab
4. Under the **Other** tab bottom, you will be able to find **Expense: Enable multilevel approvals**. Click on the edit button to make changes
5.  Set the value to **Yes** and **save** it.

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY4AS0SkHVL0a60yJTv%2Fimage.png?alt=media\&token=b2d707e2-c7d0-4d6d-b612-3f065f4e3a7e)

### How to approve an expense as an Admin/Manager?

 Once an employee requests an expense, the manager will receive a notification to the top right corner:

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY4Bvk0iICil5KV2cHH%2Fimage.png?alt=media\&token=0f6333a2-4449-4126-8359-f15d917dfb35)

> **You can click on the notification to proceed. If not,**

1. Go to the **Finance Module**
2. Click on the **Expenses** Session
3. Under the **Subordinate Expenses** tab, you will be able to find the requested expense
4. Click on the blue color **Change Status** option to proceed
5.  Change the status to **Approved** and then click on the **Change Expense Status** option

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY4CDC4AFANl33MYtgu%2Fimage.png?alt=media\&token=c6d9fa8f-4be2-4032-a78d-0213dd287664)

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY4CNEBGX4z-9MP_1Xh%2Fimage.png?alt=media\&token=0e830683-cdf6-4b60-b890-2206f81affca)

### Pre-Approving Expenses

If the Setting `Expense: Pre-Approve Expenses` is set to Yes (change the value to 1), all new expenses will be approved automatically

![](https://631078622-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-LSTAqbcVhk-wxBWPiuv%2F-MY4-_BDb-WDMxIDdpAx%2F-MY4DdA1n9kncUT4NcaI%2Fimage.png?alt=media\&token=7b5bb165-460c-4b32-b2e8-0f3d6b46db00)

## Reporting

Expense report can be downloaded under `Admin Reports -> Reports` by specifying a date range.