Expense Module Setup and Workflow

Overview 

The purpose of the Expense module is to provide a mechanism for employees to get compensated for their out-of-pocket expenses. 

Setting Up the Employee 

In order for the employee to be able to be compensated for out-of-pocket expenses, they must be set up in Edsembli | FIN. To do this a Board member must sign into Edsembli | FIN > vendor management >  create new and enter the requested employee information such as name, employee number, etc. 

Setting Up G/L Codes and Expense Categories 

The G/L codes are setup in Finance and are imported into HRP. Through the third-party integration screen you will enter the finance application details. 

On this screen in Board Settings the Board/Admin person can enter all claim categories and their G/L accounts which are imported from Finance and Mileage cost for calculations can be added on this screen.  

Select from claim categories or add a category from here with the G/L code and a description. This includes all applicable expenses, e.g., gas, meals that need to be set up. To do this go to HRP > System > Settings > Board  

Select the category you want, e.g., office supplies, fuel, parking, etc. 

Expenses > template management will extract the G/L codes and Category names as entered in the Board settings. It is also where all the information from the formulas and expense formulas are set up 

To modify an expense parameter the board member goes to employee > expense > template management > modify template by selecting the three bars on the right-hand side of the screen > select template > action menu > modify > make changes > save. All calculations for expenses entered by the employee are to be calculated as per the formula entered under Template management as shown in the screenshot. 

Submitting a Claim 

Once the employee, expense category and the associated G/L codes are set up, the employee is able to submit expense claims. An employee who wants to submit a new claim selects Employee Tab > Expense > Claim management > New. 

The New expense window opens up  and the user selects the Template to be used under which all categories and formulas are entered , The employee also selects the supervisor who is to approve the claim as defined by OPC and clicks new expense. Next, they select a vendor from the drop down menu, add a description, date of expense, country, province/state, type of meal (f restaurant vendor chosen), number of people, expense amount – predetermined for meals these can be changed by board member in expense template management, modify  a category, check box to claim extra allowance.  

When a new claim is completed, the screen shows you three choices – submit, save and cancel. If save is selected it is saved as “Draft,”  if submitted then it goes to the supervisor for approval and the status of claim will change to Submitted. Cancel does not save the entry. Alternatively, you can click save then submit. 

Approving a Claim 

To view or approve claims the supervisor goes to Edsembli | HRP > Supervisor expense management and Template management > Board expense Management and Template Management which shows the claim #, date submitted, total amount of claim and the status of the claim (submitted, approved, rejected). Click on claim in view mode to see claim. The supervisor can reject the claim from this screen 

After going back one screen the supervisor can approve the claim. Once approved the status goes to “supervisor approved” although the status remains as submitted from the employee’s view. The claim can be approved or rejected here. If approved the claim goes to the board for approval if that is how it is set up (recommended). 

At the Board expense management, you will see that the supervisor has approved the claim. The buttons approve or reject are visible. Once approved the file is reported to Finance where the export is downloaded for payment. If the file is rejected the employee is notified and the status changes to “Rejected.” The employee can modify the claim and re-submit the claim, however, an employee cannot modify claims] with a “Submitted” status.  

The employee can check the status of their claim at any time. 

For approval levels we are using OPC (Ontario Position Control) assigned - employee id, supervisor assigned, board member assigned 

A list of expense claims (in expense management) approved by the supervisor s generated and waits for board level once approval. Once approved a claim is removed from the list and the number 1 is at the “export” button appears. This will be used by finance; the export file will be downloaded by finance  submitted claim will be changed to completed 

An employee can check the status of their claims(s) by going to the claim management screen. 

Board management and supervisor expense management only work if granted access and set up from the OPC hierarchy.