Claim an expense

A claim pays you back for money you've already spent on the company's behalf: a taxi to a client, a working lunch, airtime. If you need the money before you spend it, ask for an advance instead: see Request an expense advance.

Steps

1. Open My Expenses

   In the menu on the left, select My Expenses (in your workspace it's under Pay & Benefits; in the full menu it's Human Resources › Expense › My Expenses). Select New claim.

   

   1. New claim starts a claim.
   2. New requisition asks for an advance.
   3. Your totals: Drafts, In approval, Awaiting payout, Paid this year and Outstanding advances. Select one to filter the list.
   4. Tabs for All, Claims, Requisitions, Retirements and Advances.
   5. Search, filter by status, more Filters (dates, amounts) and Export.
   6. Each document with its date, amount and status. Select it to open it.
2. Say what the claim is for

   

   1. Expense type: pick the one that fits, or General for the standard policy. The type's rules appear underneath (for example "Submit within 30 days of spending").
   2. Title (required): a short name, such as "Client visit, Lekki".
   3. Notes for approvers (optional): anything that helps your manager decide.
   4. Currency (your company's base currency is marked "base") and Project, if the spend belongs to one. Some expense types make the project required.
   5. File on behalf of: only shown if you're allowed to file for someone else. Leave Myself.
   6. The running total and the Policy check. It checks your lines as you type and shows Everything is within policy. or what's wrong.
   7. Submit for approval sends it to your line manager.
   8. Save draft keeps it so you can finish later. Nothing is sent until you submit.
3. Add a line for each receipt

   

   1. Date you spent the money (required).
   2. Category (required), for example Travel & transport. Its description appears underneath.
   3. How much? (required). Choose Total to type the amount, or Qty × rate (for example 3 days × ₦5,000). Per diem and mileage categories also offer Rate table: pick the rate and enter the days or km, and WbizManager works out the amount.
   4. Vendor, Bill / invoice no., Project (if different from the claim's) and Description, all optional.
   5. Receipts: save the draft first, then attach up to 5 files per line (PDF, Word or an image such as JPG or PNG, up to 10 MB each).
   6. I don't have a receipt for this: tick it and give a reason (for example "roadside vendor") if you have no receipt.
   7. Add another line for the next receipt.
4. Attach documents and check the payout account

   

   1. Supporting documents: anything for the whole claim (for example an approval email). Save the draft first.
   2. Payout: the bank account you'll be paid into. You can only pick accounts HR holds for you (marked HR-validated); your payroll account is marked Payroll default.

   If no account shows, ask HR to add your bank details to your employee record.

5. Save, then submit

   Select Save draft. You'll see Draft saved: you can now attach receipts. Attach your receipts, then select Submit for approval.

   You'll see Submitted for approval. and the claim opens. If the policy check found something that isn't blocking, you'll see Submitted with policy notes: approvers will see them.

If something goes wrong

Message	What to do
Give this claim a title.	Fill in Title.
Add at least one item before submitting.	Add a line with a category, date and amount.
Line 1: pick a category. / Line 1: add the date.	Complete that line.
Line 1: say why there's no receipt.	You ticked I don't have a receipt for this: add the reason.
… needs a project.	This expense type requires a project. Choose one.
Submission is blocked: see the policy check.	Read the red note under Policy check (for example a cap exceeded or a category the type doesn't allow) and fix the line.
Expense categories aren't set up yet	HR hasn't added categories. Your draft isn't lost; try again once they have.

What happens next

Your line manager gets it in their Approvals Inbox: see Approve expenses. Then finance verifies it and pays you: see Verify expenses and Pay out expenses. Follow each step, fix a returned claim or cancel it: see Track your expenses.

For everything in your workspace, see My workspace overview.