Expense Claims

Please ensure you have entered your GL Codes before you create expenses. To learn more about 

GL Codes, please click here. 

To submit a new expense claim on the web, click on Expenditure / Expense Claims / 'New Expense Claim'.

Fill in the relevant form, note that fields with a red asterisk are mandatory. 

Once submitted, an email will go to the allocated branch manager to let them know the expense claim has been created. 

If a branch manager is the one creating an expense claim, it will instead go to their direct manager for approval. 

To check who is marked as a Branch Manager, click on Customer Admin / Organisation / Branches / "Edit" to see which employees have been marked as branch manager(s). 

The approver can then see the expense claim listed on their Dashboard (web), or under 'Your Actions' on the app. They can approve or decline this by clicking 'View' next to the relevant expense, and then clicking on approve / decline. Once it is approved / 

declined, the employee and set-up accounts person will receive emails with further instruction. 

To lodge an expense claim via the Engage App, click on the Expense Claims button - depending on the modules that have been switched on for your site, you may need to scroll down on your home screen to access this button (to learn more about 

how to download the app, please click here). 

Click on "Add Expense" to create a new expense claim line. Please note that you are able to create 

multiple lines in one 'Expense Claim'. For example, you may submit one line for a coffee, one line for 

airfare, and one line for accommodation. These can be attributed to individual created GL codes as 

you create new claim lines. 

Fill in the relevant form; note that fields with a red asterisk are mandatory. You are able to upload up to 

5 photos per expense claim line as required. 

Once submitted, this will be sent for approval. You will receive a notification once it has been approved/declined.