Track your expenses
Follow a claim, advance or retirement from draft to payment, fix one that was returned, cancel one you no longer need and print a voucher.
Before you start
- Claim an expenseYou track the claims, requisitions and retirements you've filed.
- Set up employees and supervisorsHR sets the line manager your documents go to for approval.
In this article
Every claim, requisition and retirement has its own page showing where it is, who did what and how much has been paid. Open My Expenses and select any document in the list.
The document page
- The kind (Claim, Requisition or Retirement) and the status.
- Voucher downloads a printable PDF voucher. The other buttons depend on the status: Edit and Submit for a draft, Fix lines and Resubmit when it's returned, Cancel while it's in approval, Retire advance for an outstanding advance.
- The progress bar: Draft, Approval (your line manager), Finance check, Payout and Paid. An advance shows Outstanding and Retired instead of Paid.
- Lines & receipts: each line with what you Claimed, what was Approved and what finance Allowed, and its receipts. All files (.zip) downloads every receipt.
- Activity: every change, in order, with who made it.
Further down the page, Conversation lets you, your approvers and finance write comments on the document. Once it's been paid, a Payment panel shows the amount, date and reference.
What each status means
| Status | What it means | What you can do |
|---|---|---|
| Draft | Saved, not sent | Edit, Submit, or Delete draft from the ⋯ menu |
| In approval | With your line manager | Wait, or Cancel |
| Returned | Sent back to you to fix | Read the reason in the yellow Returned for correction box, select Fix lines, then Resubmit |
| Approved | Approved, waiting for finance to verify | Wait |
| Verified / Verified for payout | Checked by finance and ready to pay | Wait |
| Payout in progress | Being paid (for example on the next payroll) | Wait |
| Paid | Money paid to you | Nothing |
| Outstanding | An advance paid to you that you must retire | Retire advance: see Retire an expense advance |
| Settling | A retirement where you owe a balance back | Refund it, or wait for the payroll deduction |
| Retired | The advance is fully accounted for | Nothing |
| Rejected / Cancelled | Closed without payment | Nothing |
If finance reduced or disallowed a line, the line shows Allowed lower than Claimed with the reason, and you get an email.
Fix a returned document
Read why it came back
Open the document. The Returned for correction box shows your manager's or finance's reason.
Fix it
Select Fix lines. Change the lines, add missing receipts and save.
Resubmit
Select Resubmit. You'll see Resubmitted for approval. It goes back to your approver.
Find and export your documents
On My Expenses, select a total at the top (for example In approval) to filter the list, search by number, title or notes, or use Filters for dates and amounts. The Payment chips filter by Not paid, Paying or Paid. Export downloads exactly what's on screen.
Who sees your documents
Only you, your reporting line, the person currently approving it and finance can open an expense document. Your line manager is set by HR in Set up employees and supervisors.
Related: Claim an expense · Request an expense advance · My workspace overview