BizCortex documentation

Travel and expense claims

How employees claim expenses and how claims are approved, posted and paid.

Employees claim travel costs and expenses in My area, My expenses. HR and finance work with all claims in People, Travel & expenses, Expense claims. A claim has a title, a purpose and lines. It gets a number such as AE, year and a five digit counter on the first submit.

A claim moves through these statuses: Draft, Submitted, Approved by manager, Approved, Posted and Paid, or Rejected. Two different people must approve: first the manager, then finance. Nobody can approve or reject their own claim.

Travel and expense claims
Screenshot of this screen

Who can use this

  • Every employee (My area, My expenses)
  • Managers (My area, My team's expenses)
  • HR manager (manager step, claims for employees)
  • Accountant (finance step, posting, payout)
  • Owner
  • Admin

Steps

  1. 1. Create a claim

    In My area, My expenses click "New claim". Enter a title (for example customer meeting Berlin) and a purpose. HR can click "Claim for an employee" in Expense claims and choose the employee.

  2. 2. Add lines

    Click "Add line", choose a category and enter a description. The category decides the kind of line: Receipt, Mileage allowance or Meal allowance (per diem). See the page Expense lines.

  3. 3. Upload receipts

    Click the paperclip in a line ("Upload receipt") and choose a PDF or image. The Receipt column shows a download button or "Receipt missing".

  4. 4. Submit

    Click Submit. The claim needs at least one line and every required receipt; otherwise the button is disabled and shows "Missing receipts". Your direct manager is notified.

  5. 5. Manager step

    The manager opens My area, My team's expenses (filter starts at Submitted), clicks View to check the claim and then Approve or Reject. HR can do this step on the claim page with "Approve (manager step)".

  6. 6. Finance step

    Finance clicks "Approve (finance)". This must be a different person from the manager step approver. If a finance approval threshold is set and the claim total is not above it, this step is skipped.

  7. 7. Post

    If "Post automatically after approval" is on (default), the claim is posted at once. Otherwise finance clicks Post. The claim shows a link "View journal entry".

  8. 8. Pay

    Pay the claim with the SEPA payout page or click "Record payout" on the claim. The claim becomes Paid.

  9. 9. Rejected claims

    A rejection needs a reason. The reason is shown in red on the claim, the claim becomes editable again and the employee can submit it again.

Fields and options

Net, VAT, Gross

Totals of all lines.

Advance settled

Paid out advances that were offset against this claim when it was posted.

Amount payable

Gross minus settled advances.

Tips

  • If your administrator set up an approval workflow for expense claims, the claim is approved through the approval inbox instead of the built in buttons. A ready made template routes to the manager first and then to the accountants.
  • Filter the HR list with "All statuses" and the employee picker.

Good to know

  • Only drafts and rejected claims can be changed. Only drafts that were never submitted can be deleted.
  • The title and purpose cannot be edited in the screen after the claim was created.
  • Reimbursement through payroll is not available yet. Claims are paid by SEPA transfer or recorded as paid.
  • All notifications are shown inside BizCortex. No emails are sent.

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