Expense Management
The latest documentation is available here.
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.
How to add an expense category?
If you want to make changes to the Expense module in IceHrm, you need to log in to the Admin account.
Follow the below steps;
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
In IceHrm 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
Then Add a meaning full Name to the expense and Save
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.
How to enable multilevel approval for an employee expense?
In order to enable multi-level approval for the employee expenses;
Log in to the Admin account
Go to the System module and select Settings session
Click on to the Other tab
Under the Other tab bottom, you will be able to find Expense: Enable multilevel approvals. Click on the edit button to make changes
Set the value to Yes and save it.
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:
You can click on the notification to proceed. If not,
Go to the Finance Module
Click on the Expenses Session
Under the Subordinate Expenses tab, you will be able to find the requested expense
Click on the blue color Change Status option to proceed
Change the status to Approved and then click on the Change Expense Status option
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
Reporting
Expense report can be downloaded under Admin Reports -> Reports by specifying a date range.
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