Submit an Expense

Overview

The Expenses module is an optional feature which allows expense claims to be included in employee pays.

If this is enabled on a job, you can submit expenses in your portal so that they can be processed in a pay run. If the Expenses tab is not showing in your portal and it should be, please contact your employer or recruiter.

Expense reports can be submitted for Active or Inactive Jobs. Jobs will appear for selection when you create an expense report as long as expenses have been enabled.

Submit an Expense

To submit an expense report:

1. Log into your Astute Payroll account.

2. Once you log in, your Dashboard will display. On the right of the screen, click the green ‘Add Expense’ button.
   
   You can also click the Expenses tab in the navigation bar at the top of your Dashboard.

3. Create an expense report by clicking ‘New Expense Report’.
   
   If you haven’t created an expense report before, you won’t see this option and can move straight to step 4. You'll need to ensure that the correct job has been selected for the expense report. The selected job will be highlighted in the left side column when the expense report is on-screen. 

4. Enter a Name for the expense report and click Save. The name will appear in your expense reports list. Click on the name to access the expense report.

5. Select New Expense from the top right corner of the expense report.

6. Enter the expense details. Make sure that the data you enter is correct, then type in the Amount and select a category. The Tax Amount will calculate automatically based on the option you have selected in the Tax Type drop-down list.
   
   

7. Click Save when all expense details have been entered.

8. Add any other expenses separately by clicking New Expense and enter the expense details. This can be used if you have multiple receipts that you need to include.

9. Once the expense data is saved, click the ‘files’ button in the Attachments column to attach supporting documents. Click ‘Upload a File’, then select the file and attach.
   When a file is successfully attached, it will be listed in the Attachments column. You can view a file by clicking on the filename, or delete a file by clicking the red ‘X’.

10. Submit your expense report for approval by clicking ‘Submit Report’.

Once the expense report is submitted, your browser will automatically refresh and return to the Expense Reports list, showing the report that you have just submitted with a status of Awaiting Approval.

Delete an Expense Report

You can delete an expense report when it is in Pending Submission status, by clicking the Delete button. 

Expense reports with a status of Rejected can be cancelled instead of deleted. To do this, click the Cancel button next to the relevant expense report. Clicking Cancel will not remove the record of the expense report from your portal, giving you a historical record of all cancelled expense reports.