How To Claim An Expense In Payrun

Employees can submit expense claims directly from My Profile in Payrun. Each claim can include one or multiple expense items, supporting documents, and optional notes before submission. Once submitted, the claim is routed for approval, and you can track its status and activity history.

Prerequisites

Before creating an expense claim, make sure you have:

• The expense details

• The expense amount

• The expense date

• A supporting receipt, invoice, image, PDF, or DOC file (if required by your organisation)

Step 1: Open Expense Claims

• Click your profile avatar from the bottom-left corner.

• Select My Profile.

• From the left navigation panel, click Expense claims.

The Expense Claims page displays your submitted claims. If you have not created any claims yet, the list will be empty.

Step 2: Create A New Expense Claim

Click + Add new.

Payrun opens the Add Expense window where you can add your first expense item.

Step 3: Add An Expense Item

Complete all required fields.

• Type: Select the expense category.

• Date: Select the date the expense occurred.

• Amount: Enter the expense amount.

• Description: Provide a brief explanation of the expense.

• Document: Upload a supporting PDF, image, or DOC file if required.

After entering the information, click Add.

Note: Clicking Add in this window saves the expense item. It does not submit the expense claim.

Step 4: Complete The Expense Claim

After adding the expense item, Payrun opens the expense claim page.

Complete the remaining claim information.

Claim Information

• Employee (auto-filled)

• Title for the expense claim

Expense Details

Review the expense item you added.

From this section, you can:

• Edit an expense item.

• Delete an expense item.

• Add another expense item to the same claim by clicking Add expense.

You can include multiple expense items within a single expense claim before submitting it.

Additional Information

If needed, enter an optional Note for the approver.

Step 5: Submit The Expense Claim

After reviewing all information, click Add at the bottom of the page.

Payrun submits the expense claim for approval.

Note: This Add button submits the entire expense claim, including all expense items.

Track Your Expense Claim

After submission, your claim appears in the Expenses list with details such as:

• Claim title

• Employee name

• Expense amount

• Submission date

• Current status

Expand the claim to view its activity history.

The timeline records every important action, including:

• Expense claim submission

• Status updates

• Approval or rejection

• Reviewer comments (if available)

Expense Claim Status

Your expense claim moves through the approval workflow as it is reviewed.

• Submitted: The expense claim has been submitted and is waiting for review.

• Approved: The claim has been approved.

• Rejected: The claim has been rejected and may require updates before resubmission.

Result

After submission, your expense claim is sent to the appropriate approver for review. You can return to My Profile → Expense Claims at any time to monitor its progress, review the activity timeline, and check whether the claim has been approved or rejected.