Create and submit an expense claim
Open a claim, add expense lines, submit it for approval and see what you will be paid.
Before you begin
- You hold the expenses permission and Expenses is on for the company.
- You can see only your own claims here.
- Approval and payment happen in the Expenses module: an approver with expense-approval rights decides, and finance settles.
Steps
- Open Employee Self Service > Expenses.
- Click New claim.
- In What is it for? type a title such as
Client visit - Abu Dhabi. An empty title gives 'Give the claim a title.' - Click Add expense.
- Choose the Category, for example Meals.
- Set the Date.
- Enter the Merchant if the company shows it, the Amount in AED and the Business purpose.
- Click Add. Repeat for each line.
- To drop a line, click Remove line.
- Click Submit for approval.
Example: Meals 120.50 and Taxi 60.00 give Claimed 180.50. After you remove the taxi line it shows Claimed 120.50.
What the system checks
- 'An expense cannot be negative.'
- 'Say what this was for.' when a business purpose is missing at submit.
- 'Above the Meals limit of 150.00.' when a line is over its category limit.
- 'An empty claim has nothing to approve.'
- 'Card transactions are matched by HR from the card statement.' if you try a card payment line.
- If the company requires a merchant: 'Expense merchant is required by this company before this step.' If the company hides it and a value is sent: 'Expense merchant is turned off for this company.'
The portal has no box for a receipt file or a project. If a category needs a receipt (for amounts above its threshold) or must be charged to a project, submit is refused with 'A receipt is required for this expense.' or 'This category must be charged to a project.' Ask finance how to attach the receipt in the Expenses module. A claim that was put on hold because it looks like a duplicate cannot be edited here, and the portal does not show the hold reason.
What happens next
The claim becomes Submitted and the approvers are notified. It appears in your Requests list. An approver approves or rejects it. A rejection needs a reason ('Say why it is being refused.'). After approval finance settles it, and the claim shows Settled with Payable to you frozen after any advance you were given.
Good to know
- Your own claim never appears in your own approval queue. Another approver must decide it: 'A different approver must decide your own claim.'
- While Expenses is switched off for the company, you can still read existing claims, but not create or change them.
- Anyone who holds expense-approval rights sees every submitted claim of the company in All Approvals, not only their team's.