How To Add An Expense Claim

Expense claims help employees submit business-related expenses for reimbursement and approval. Payrun allows users to create expense claims, add individual expense entries, attach supporting documents, and track approval statuses from a single location.

Prerequisites

Before creating an expense claim, ensure that:

• You have access to the Finance module.

• The employee has been added to Payrun.

• Expense categories are available in the system.

• Supporting documents such as invoices or receipts are ready if required.

Step 1: Navigate To Expenses

From the left sidebar:

• Click Finance.

• Select Expenses.

The Expenses page displays all existing expense claims along with their statuses.

Step 2: Create A New Expense Claim

Click Add expense claim at the top of the page.

Payrun opens the expense claim form.

Step 3: Select The Employee

Under the Employee field:

• Open the dropdown menu.

• Select the employee for whom the expense claim will be submitted.

The selected employee will become the owner of the expense claim.

Step 4: Enter The Claim Title

Enter a clear and descriptive title in the Title field.

Step 5: Add Expense Details

Under the Expense Details section, click Add expense.

The Add Expense window appears.

Step 6: Enter Expense Information

Complete all required fields.

Type

Select the appropriate expense category.

Example:

Food expense

Date

Choose the date when the expense occurred.

Amount

Enter the expense amount.

Example:

$90

Description

Provide details about the expense.

Example:

Total amount is written.

Document

Upload supporting files if available.

Supported file types include:

• PDF files

• Images

• DOC files

Supporting documents help approvers validate expenses more quickly.

Step 7: Save The Expense Entry

After entering the required information, click Add.

The expense item is added to the Expense Details section.

You can review:

• Expense type

• Expense date

• Description

• Amount

You may edit or remove the expense before submitting the claim.

Step 8: Add Additional Notes

Use the Note field to provide additional information if necessary.

Examples:

• Approved by department manager.

• Receipt submitted separately.

• Client meeting reimbursement.

This field is optional.

Step 9: Submit The Expense Claim

• Review all information carefully.

• Click Add at the bottom of the page.

Payrun saves the expense claim and submits it for approval.

Verify The Expense Claim

After submission, the expense claim appears in the Expenses list.

The status indicates the current approval stage.

Result

The expense claim is successfully created and submitted. Managers or authorized approvers can review the claim, approve it, or reject it according to the organization's approval workflow.

Best Practices

• Use descriptive claim titles.

• Add accurate expense descriptions.

• Attach receipts whenever possible.

• Verify expense amounts before submission.

• Submit claims promptly to avoid approval delays.

Next Steps

After submitting an expense claim, you can:

• Track approval status.

• View approved expenses.

• Review rejected claims.

• Edit pending claims if permitted.

• Generate expense reports.