Expenses

Build smart expenses protocols and keep track of individual and company expenditure.

Organized Expense Management With flair

ExpensesPayroll

Introduction to Expenses
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A work expense is a cost incurred by individuals or businesses while engaging in activities associated with their job or enterprise.

An expense can be necessary and discretionary, depending on the situation. Expense management is critical to any financial plan and it’s important to approve, track, and reimburse employee expenditures. Let’s take a look at how you can keep track of expenses using flair.

Managing employee expenses can be a laborious task. From approving merchants to reimbursing staff for business-related outlays, the process can get confusing.

The Expenses feature available via the flair HR app on Salesforce simplifies the process and facilitates efficient merchant, expense, and reimbursement management. Follow the steps below to enjoy a smooth and efficient expense management process:

How to Add Merchants
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Before creating or permitting expenses, it is important to list and organize your merchants. Merchants are the approved vendors that deal directly with your company. These vendors are the designated traders from whom employees can purchase and later expect a company reimbursement.

  • To add a merchant, navigate within the flair workspace to the HR Admin tab in Salesforce
  • Select the Merchants subsection located under the Attendance heading
Merchants
  • Under the Merchants section, you can simply select New to add merchant names and details. Click Save to confirm the new addition.
New Merchant

Building Expense Categories
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To organize specific types of staff expenditure, the flair HR app allows you to build categories of expenses:

Creating a New Category of Expense
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Expense Categories
  • To do this, click on the HR Admin tab. Next, visit the Expense Categories section under the Compensation heading.
  • Here you can list types of expenses common to your business such as Supplies, Travel, or Utilities
  • To add a new expense to the categories list, simply select New. Click Save to confirm the new addition.

How To Add Expenses as an HR Admin
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Once merchant lists and categories of expenses have been organized, employees can begin to create expenses. Let’s look at how an HR administrator or manager can create expenses using the flair HR app on Salesforce.

New Expenses on Salesforce
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Expenses Overview
  • To create a new expense on the flair HR app, navigate to the Expenses Overview tab on the top bar menu within the flair workspace
  • Click on Add Expense and fill out the details about the expense. These fields include Submitted By, Expense Date, Amount, as well as the name of the predetermined Merchant.
  • You can also link the expense to a pending project and add a description
  • Click save to confirm the added expense

Managing an Expense on Salesforce
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In the aforementioned Expenses Overview tab on the flair HR app, it is also possible for managers or HR administrators to view existing expense claims by employee.

Here’s how to complete the approval and reimbursement of an expense:

Approving and Reimbursing an Expense
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Expenses Approval

Click on the downward arrow to the right of employee expense claims to view a dropdown menu. The options allow you to:

  • Approve an expense
  • Decline an expense
  • Delete an expense
  • Mark an expense as reimbursed
  • View more details
  • Expenses may also be managed in the same way through the Compensations tab
Compensations Page

Expenses in the Employee Hub
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In the flair Employee Hub, staff can easily submit their expense claims. Managers also have the possibility to approve, reject, and reimburse employee expenses.

Submitting Expense Claims as an Employee
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On the main sidebar of the Employee Hub, you’ll find the Expenses option. Here you have an overview of all your expense claims as an employee.

To keep everything in check during your employment, these expenses can also be filtered by Year, Category, and Status. If you want to submit a claim, click on the New Expense button in the top right corner.

Fill out the necessary fields such as Date, Amount, Category, and Merchant.

Employee Expense

Remember, merchant lists can be pre-built within Salesforce and the Employee Hub. However, you can also add a new merchant directly when submitting your claim in the Employee Hub.

To complete an expense claim submission, upload a relevant invoice or receipt and fill out the mandatory description.

Deleting Expense Claims as an Employee
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Once you’ve submitted an expense claim you’ll see its status change to Pending. If you make a mistake or want to delete an expense submission, this is only possible during the pending process. Approved, declined or reimbursed claims cannot be deleted.

Managing an Expense Claim in the Hub
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From a manager’s perspective, expense claims are viewable from the My Team home screen in the Employee Hub. Expense claims that are Pending Approval will appear clearly on the right-hand side of the screen.

Managing an Expense Claim

By selecting Review All, you’ll be redirected to the Expenses page.

Expense Claim in My Team

Here, you can neatly view a list of all employee expenses and their status. A dropdown icon on the right-hand side of each expense allows you to approve or decline a request.

Once an employee’s expense claim has been settled, a manager can also simply mark the item as Reimbursed. In the event of a declined expense claim, a description explaining the reasoning is required.

This flair feature opens up communication channels and allows employees to receive valuable feedback on their submissions.

Expense Claim Approval as a Manager
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A person with manager permissions can approve expense claims via the Employee Hub. After clicking on the Manager tab in the Employee Hub, expense claims are viewable from the My Team home screen.

Expense claims that are Pending Approval will appear on the right-hand side of the screen.

Expense Claim

By selecting Review All, you’ll be redirected to the Expenses page. This page can also be easily reached through the main sidebar on the left-hand side.

Here, you can view a list of all employee expenses and their status in one place. A dropdown icon on the right-hand side of each expense allows you to approve or decline a request. Once an employee expense claim has been settled, a manager can also mark the request as reimbursed.

With flair, expense management is made easy with clear communication also provided to employees via the platform’s notifications.

In the event of a declined expense claim, a description explaining the reasoning is required from a manager. This flair feature opens up communication channels and allows employees to receive valuable feedback on their submissions.

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