There are two ways to begin submitting an expense claim on NaturalHR. From the Homepage you can click the Expenses (1) button, or if it's hidden click More Actions (2) -> Expenses:
Alternatively you can go to:
Self service -> My requests -> Expenses
Then click "Add" and it will then take you through to the screen below.
Completing an expense claim
Report name: e.g. Expenses April 2019
Report description: can be left blank unless your company has requested this field is completed.
You can add up to 50 lines of mileage expenses to one claim individually by selecting "Add line". To add multiple lines at once, enter a number in the box as shown below and click "Add multiple".
Also, if you use the "Remove last" and "Remove all" buttons, these will remove the relevant lines from the form even if they have data in them - both generate a popup which you need to confirm prior to actually removing any lines but this cannot be reversed.
Date - the date the expense was incurred
Category - what type of expense category is this line of the claim for? i.e. Meals
Reason - reason for incurring the expense
Vendor - where this expense was incurred
Currency - this may only be set to one currency for your company or within settings it may allow you to claim different currencies.
Receipt gross value - the total amount being claimed for
Tax - the amount of tax for this claim (this may not be required in your company)
Converted value - if using a different currency than GBP this will show the amount in GBP to show the amount you will receive from this claim
Billable - whether this expense is required to be billed to a customer
Payment method - how this should be paid to you
Comments - any relevant comments that need to be added to this expense
Your company may have additional options for references. These options can be used for finance to know exactly what this expense should be billed against.
Receipt upload - If online receipts are enabled and set to be uploaded at the expense claim level, rather than per line, when you click "confirm and upload receipts" you are taken to a screen where you can upload the receipt images:
To add each file, click on Add files and choose the file from your computer - please note, the maximum size of any one file is 2MB and only files of type jpg, gif, png, jpeg, bmp, tif, tiff and pdf are allowed.
Once you have chosen all the files you then need to click "Start upload" - this additional step then uploads the images to our servers as a batch. Once this is successfully completed, the screen should look similar to the screen below. Note the status is now set to 100%, each file now has a green tick next to it and, to the right of the Start upload button, there is now a message telling you Uploaded 2/2 files.
Submitting the claim
Once you see a green check next to each file you can then click "Submit claim for approval" - if you do so before you uploaded the images you will get an error message.
The final screen is a summary screen which shows you a snapshot of the claim you are submitting along with the receipt images and, if required, the expense declaration.
At the bottom of the screen you will see thumbnails of the receipts uploaded - if you hover over these a magnifying glass will appear and if you click then the receipt will open full size.
Editing a submitted claim
Once a claim has been submitted an employee will be able to edit the claim prior to approval by clicking on the Actions button followed by Edit -
Managers, Finance, HR and Admin users in the event of an error on the employees behalf can also amend claims by going to -
Finance -> Expenses
Once in here, you can use the Actions button followed by Edit to access and amend the claim -