EXPENSE CLAIMS (More Information)

Depending on the type of Expense Claim that the staff member selects PSG Payroll™ has up to four core Expense Claim tabs that can be utilised; General Expenses, Mileage, PerDiems, and Flight Details. Note: Additional tabs can be added on request. However, with all Expense Claim tabs sometimes the GST/VAT/Tax portion or exchange rate values maybe need to be manually changed. If this happens PSG Payroll™ will highlight the appropriate cell in the expense claim visually notifying approvers of this change. Please contact us for more information. [Top]

An integral part of any expense claim process is assigning the various expense claim items to their appropriate cost and account codes. PSG Payroll™ simplifies this for staff by using a combination of Expense Claim Types, Custom Rules and Smart Defaults. Although, if for some reason the account or cost codes need changing finance staff can easily modify the claim without the need for the original staff member having to change and resubmit the claim all over again. However, if any of the monetary amounts are reduced then it is mandatory for the original staff member to approve these changes before the claim can be paid. [Top]

Expense Claim information can be easily exported to General Ledger and 3rd party software. Please contact us for more details. [Top]

PSG Payroll™'s expense claims have a multi-tier approval process where the employee submits the expense claim to the appropriate manager, the manager then approves before the claim moves on to the finance team where the electronic claim is checked against the paper receipts and then if required by your business process onto senior management for final approval before being processed and paid. The approval process can be customised to suit business requirements. A good example being where the claim, once submitted by the employee may be sent to the cost center owner as opposed to the employee's direct manager for approval. Additionally, expense claims can be routed to non-management such as 2IC staff if required. Throughout the approval process staff and approvers are notified internally via automated emails and hyperlinks on the approvers PSG Home Page. As there are usually receipts associated with Expense Claims, generally the process is that staff print the electronic expense claim sheet, attach the receipts to it and move it onto the approver to check. [Top]

There are a number of expense claim reports available in PSG Payroll™ however the ones that are commonly used by our customers are the Expense Claim Detailed Report which shows all the individual expense items claimed, who is claiming them, the amount, cost and account codes etc, and the Expense Claim Summary Report which is a report grouped by account and cost code. The most common format of these reports are Microsoft Excel and PDF format. [Top]

PSG Payroll™ can handle expense claims in multiple currencies. Note: PSG Payroll™ can easily import exchange rates from a Microsoft Excel Spreadsheet. However, exchange rates can be manually overridden in the expense claim and if so PSG Payroll™ will then highlight the exchange rate changes in red visually alerting that the default exchange rate has been overridden. [Top]

In the same way that Payroll and Special Pays are managed, Expense Claim payment slips are stored in the staff's pay slip area where they will be available to view online for a minimum of seven years. In addition, when the expense claims have been published a PDF Expense Claim, depending on the company's and staff's preference can be emailed to them. Alternatively, a plain email with a message notifying staff that "A new Expense Claim pay slip is available” can be sent. [Top]

The Expense Claim Status page is used to easily manage multiple expense claims , view historic expense claims, and filter expense claims by status (i.e. waiting approval, waiting on finance checking and so on). This page visually shows the key information of the individual expense claims such as the claim amount, date submitted, date approved, final approval date, payment reference and date, and the expense claim status. In addition, colours are used to visually show the current status of the expense claim and becuase seven years or more of expense claims are available online new (i.e. Pending) expense claims are always shown at the top of the list. [Top]